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 Order." 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

Before the generating the invoice purchase order, please enable the checkboxes below and save the changes.

• Enable Purchase Order
  This must be checked to activate the purchase order module.
  
  
• Enable Support for Goods Receipt
  This must be checked if you want separate goods receipt messages upon receiving goods. It must be clarified in advance with the integration responsible what the integration supports.

• Enable Generate Accounting Lines
  This must be used if the ERP system supports the receipt of accounting lines. When this function is activated, an additional tab with accounting lines will appear on the 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.
  
• Enable Display of Deviations
  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 beyond accepted deviation limits are displayed in red below each value in the invoice line.
  
• Calculate Accounting Line Amount
  
  
• Purchase Order VAT % from VAT Code
  
  
• Allow Matching of Closed Orders

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