Finding the Control Settings Tab
1. Navigate to Property– Control Settings
1.1. Go to “Administration” on the menu bar, then select “Company Structure” and then “Properties”
1.2. Search and select a Property
1.3. Click on the “Control Settings” tab
Auto Close Short Shipment
Gives the Property the option of having the system automatically close a PO due to short shipment while receiving or keeping the remaining balance open on a PO until the remaining balance is received. This can also be set up at the Commodity level which will override the Property Setting. If the Commodity level is set to default it will look the Property level.
1. Auto Close Short Shipment: No
1.1. Select “No” from the drop down. This means the system will keep open any PO’s that have remaining balances after being received.
1.2. Click “Update”
1.3. Before Receiving a Document, you will be able to see the Line and Qty of a PO.
1.4. After Receiving the partial order, the PO stays open with the remaining Qty.
2. Auto Close Short Shipment: Yes
2.1. Select “Yes” from the drop down. This means the system will automatically close the PO after being partially Received. The Items that were not Received in will be in a Deleted/Close status and will not reopen on the PO.
2.2. Click “Update”
2.3. Before Receiving a Document, you will be able to see the Line and Qty of a PO.
2.4. After Receiving the partial order, the PO will be Closed.
2.4.1. And the PR will remain Closed
3. Auto Close Short Shipment: P-Primary - [N]
3.1. Select “P-Primary – [N]” from the drop down. This means it will defer to the Corporation Setting under the “Flags” tab.
3.2. Click “Update”
3.3. It will default to what is setup on the Corporation Settings under the “Flags” tab.
- Administration →Company Structure→Corporation→Flags tab
Allow Commodity Level Purchases
Gives the Property the option of keeping or removing the “Commodity” tab when searching for Items within a PR/PO.
1. Allow Commodity Level Purchases: Yes
1.1. Select “Yes”. This means when creating a PR/PO the User can buy product by Commodity levels instead of having an Item created.
1.2. Click “Update”
1.3. Within a PR/PO, when searching for Items, the “Commodity” tab is available.
2. Allow Commodity Level Purchases: No
2.1. Select “No”. This means when creating a PR/PO the User will not be able to see the “Commodity” tab.
2.2. Click “Update”
2.3. Within a PR/PO, when searching for Items, the “Commodity” tab is not available
Suppress Generate All Eligible PO’s
Gives the Property the option of keeping or removing the “Generate All PO’s” button from the Quick Procurement Screen.
1. Suppress Generate All Eligible POs: Yes
1.1. Select “Yes”. This means when in the Quick Procurement screen, the buyer will not see the “Gen All Eligible POs” button.
1.2. Click “Update”
1.3. When in Quick Procurement screen, the “Gen All Eligible POs” button is not available.
2. Suppress Generate All Eligible POs: No
2.1. Select “No”. This means when in the Quick Procurement screen, the buyer will be able to use the “Gen All Eligible POs” button.
2.2. Click “Update”
2.3. When in Quick Procurement screen, the “Gen All Eligible POs” button is avaliable to use.
Lock Pricing, Unit, Supplier Changes
Gives the Property the option of locking/not locking the Pricing, Unit and Supplier on Procurement Requests.
1. Lock Pricing, Unit, and Supplier Changes: Not Checked
1.1. Leave the box unchecked. This means when creating a Procurement Request, the user will be able to make changes to the Pricing, Unit, and Supplier.
1.2. Click “Update”
1.3. When in a Procurement Request, the Price, Unit, and Supplier are open to make changes.
2. Lock Pricing, Unit, and Supplier Changes: Checked
2.1. Check the box. This means when creating a Procurement Request, the user will be not able to make changes to the Pricing, Unit, and Supplier.
2.2. Click “Update”
2.3. When in a Procurement Request, the Price, Unit, and Supplier are greyed out and cannot be changed.
Bid Date Selection
Gives the Property the option on how to pull Bid Pricing into a Procurement document.
1. Bid Date Selection: Current Date
1.1. Select “Current Date”. This means when creating a Procurement document, it will pull any available Bid Pricing with Effective Date range matching Current Date.
1.2. Click “Update”
1.3. When in a Procurement document that was created before the Effective Date on the Bids, the Pricing will be different to what is on current Bids.
1.4. Using the “Reset Price” button on the Procurement document will update the Pricing to Current Date.
2. Bid Date Selection: Created Date
2.1. Select “Created Date”. This means when creating a Procurement document, it will pull any available Bid Pricing with Effective Date range matching Created Date.
2.2. Click “Update”
2.3. Creating a Procurement document, the Pricing will come from a Bid falling within the same Effective Date range.
3. Bid Date Selection: Required Date
3.1. Select “Required Date”. This means when creating a Procurement document, it will pull any available Bid Pricing with Effective Date range matching Required Date.
3.2. Click “Update”
3.3. Creating a Procurement document with a future Required Date, the Pricing will come from a Bid falling within the same Effective Date range.
Page Size / Line Display
This feature is at both the Property and User detail level. The Property level entry will serve as the default for all users unless the User details Page Size/Lines is updated to a different value. This setting allows the Property to determine how many records are displayed in system transactions.
1. Page Size/Line Display
1.1. Changing the Page Size/Line Display can be changed to any number ranging from 10 to 100. When
the Property level and User level is left at 0, the default setting will be 25 Lines per display. Note: the larger the display number, the longer the screen will take to load.
1.2. Click “Update”
1.3. When in a document, the number of displayed lines will match the setting in Property setting, unless overwritten by the User level.
Allow Department Transfers to Exceed
Gives the Property the option to Exceed on Department Transfers or not.
1. Allow Department Transfers to Exceed: Checked
1.1. Check the box. This means when Processing a Department Transfer, the user will be able to exceed
the Qty originally on the document.
1.2. Click “Update”
1.3. When Processing a Department Transfer, the user can up the Qty based off what was Issued.
2. Allow Department Transfers to Exceed: Not Checked
2.1. Leave the box unchecked. This means when Processing a Department Transfer, the user will not be able to exceed the Qty originally on the document.
2.2. Click “Update”
2.3. When Processing a Department Transfer, the User cannot up the Qty based off what was Issued, it will produce an Error Message: “Issue Quantity is Invalid, Value must be less than Open Quantity”
Procurement Required Date for PR/PO/CV
Gives the Property the option to have the Required Date auto fill with the next day’s date or makes the User put in the Required Date on a Procurement document.
1. Procurement Required Date for PR/PO/CV: Checked
1.1. Check the box. This means when creating a Procurement document, the user will have to put in a Required Date.
1.2. Click “Update”
1.3. When creating a Procurement document, the Required Date will be blank, making the User put in a date.
2. Procurement Required Date for PR/PO/CV: Not Checked
2.1. Leave the box unchecked. This means when creating a Procurement document, the Required Date will auto fill with next day’s date.
2.2. Click “Update”
2.3. When creating a Procurement document, the Required Date will be filled in with next day’s date.
Allow Approvals on Quick Procurement Documents
Gives the Property the ability to send or not to send POs out for Approvals from Quick Procurement. (Note: Approval Routes will need to be set up on POs to use this function.)
1. Allow Approvals on Quick Procurement Documents: Checked
1.1. Check the box. This means when a PO is created using Quick Procurement, the PO will go out through Approvals.
1.2. Click “Update”
1.3. When a PO is created using Quick Procurement, the PO will go out through Approvals, leaving the PO in a INC-WTG status until it is fully approved.
2. Allow Approvals on Quick Procurement Documents: Not Checked
2.1. Leaving the box unchecked. This means when a PO is created using Quick Procurement, the PO will not go out through Approvals, even if there are Approvals set up.
2.2. Click “Update”
2.3. When a PO is created using Quick Procurement, the PO will not go out through Approvals, even if there are Approvals set up. The PO will be in an OPN-NA status.
Enable Price Qty Variance Validation
Gives the Property the ability to stop Receiving if the price quantity is over the percent limit on an Item.
1. Enable Price Qty Variance Validation: Checked
1.1. Check the box. This means when Receiving, if the price quantity is over the percent limit on an Item it will give an error.
1.2. Click “Update”
1.3. The Item needs to have a Variance limit set up in Item Maintenance.
1.4. When Receiving the Item that has the Variance set up, changing the price quantity to a quantity that is over the percent limit on an Item, will give an Error Message: “Count Not Receive Line 1: There is a variance that exceeds the allowed range”. Purchasing will have to fix the PO or the Items limit will need to be changed to be able to Receive.
2. Enable Price Qty Variance Validation: Not Checked
2.1. Leaving the box unchecked. This means when Receiving, if the price quantity is over the percent limit on an Item it will not give an error.
2.2. Click “Update”
2.3. Even if the Item has a Variance limit set up in the Item Maintenance, the Price Qty will still be able to change and not give an error.
2.4. When Receiving the Item that has the Variance set up, changing the price quantity to a quantity that is over the percent limit on an Item, it will not give an error and the Receiver will be created.
Allow Inventory Product on Procurement Data Picker
Gives the Property the ability to see/not see Inventory Items when searching in a Procurement document.
1. Allow Inventory Product on Procurement Data Picker: Checked
1.1. Check the box. This means when in a Procurement document, the User will be able to see Inventory Items when searching.
1.2. Click “Update”
1.3. When creating a Procurement document, the User will be able to see Inventory Items.
2. Allow Inventory Product on Procurement Data Picker: Not Checked
2.1. Leave the box unchecked. This means when in a Procurement document, the User will be not able to see Inventory Items when searching.
2.2. Click “Update”
2.3. When creating a Procurement document, the User will not be able to see Inventory Items.
Disallow Contract Creation Without Approval
Gives the Property the ability to create a Contract with or without a PR.
1. Disallow Contract Creation Without Approval: Checked
1.1. Check the box. This means a Contract cannot be created without a PR.
1.2. Click “Update”
1.3. When in Manage Contracts, the “New” button will not be available.
2. Disallow Contract Creation Without Approval: Not Checked
2.1. Leave the box unchecked. This means a Contract can be created without a PR.
2.2. Click “Update”
2.3. When in Manage Contracts, the “New” button will be available.
When Requesting Inventory Item on PR
Gives the Property the option to Block, Warn, or Allow to order Inventory Items on a PR.
1. When Requesting Inventory Item on PR: Allow
1.1. Select “Allow”. This means when creating a Procurement Request, the User will be able to order Inventory Items.
1.2. Click “Update”
1.3. When creating a Procurement Request, Inventory Items are available to order.
2. When Requesting Inventory Item on PR: Warn
2.1. Select “Warn”. This means when creating a Procurement Request, the User will get a warning message when ordering Inventory Items. The Warn message can be customized in Corporation = “Other Configs” tab.
2.2. Click “Update”
2.3. When creating a Procurement Request, Inventory Items will give a warning message when ordering.
3. When Requesting Inventory Item on PR: Block
3.1. Select “Block”. This means when creating a Procurement Request, the User will get an error when
adding Inventory Items.
3.2. Click “Update”
3.3. When creating a Procurement Request, Inventory Items will get an error when trying to add to the order.
Use Blocking/Warning Message on PO
Gives the Property the option to show/not show a warning message on a PO when ordering Inventory Items to Non-Inventory Departments.
1. Use Blocking/Warning Message on PO: Checked
1.1. Check the box. This means when creating a Procurement Order, the Buyer will get a warning message when adding Inventory Items.
1.2. Click “Update”
1.3. When creating a Procurement Order, Inventory Items will give a warning message when ordering.
2. Use Blocking/Warning Message on PO: Not Checked
2.1. Leave the box unchecked. This means when creating a Procurement Order, the Buyer will not get a warning message when adding Inventory Items.
2.2. Click “Update”
2.3. When creating a Procurement Order, Inventory Items will not give a warning message when ordering
Recipe: Include Labor Cost
Gives the Property the option to put Labor cost into the Final Recipe Cost.
1. Recipe: Include Labor Cost: Checked
1.1. Check the box. This means when Creating a Recipe, the User will be able to add Labor Cost to the Final Recipe Cost.
1.2. Click “Update”
1.3. When creating a Recipe, the Labor Cost Value will be included into the Final Cost of the Recipe.
2. Recipe: Include Labor Cost: Not Checked
2.1. Leave the box unchecked. This means when creating a Recipe, the User will not be able to add Labor Cost to the Final Recipe Cost.
2.2. Click “Update”
2.3. When creating a Recipe, the Labor Cost Value will not be included into the Final Cost of the Recipe.
Lead time Date Selection
Gives the Property the option to select Lead time Date for an Item based off Required Date or Created date of a Procurement Document. Please contact the Help Desk to use this function so RedRock can provide a new Bid Report.
1. Lead Date Selection: Required Date
1.1. Select “Required Date”. This means when creating a Procurement document, the Required Date for the Item will be based off the Required Date of the document header.
1.2. Click “Update”
1.3. The Item needs to have a Lead time attached to a Supplier. Adding Lead time’s come from uploading Bids and is in Day format.
1.4. When creating a Procurement document, the Item will first look to the Required Date of the
document.
1.5. With the Required Date, the Item will then add in the Lead time to get a new Required Date.
2. Lead Date Selection: Creation Date
2.1. Select “Creation Date”. This means when creating a Procurement document, the Required Date for
the Item will be based off the Creation Date of the document.
2.2. Click “Update”
2.3. The Item needs to have a Lead time attached to a Supplier. Adding Lead time’s come from uploading Bids and is in Day format.
2.4. When creating a Procurement document, the Item will first look to the Creation Date and not the Required Date of the document.
2.5. With the Creation Date, the Item will then add in the Leadtime to get a new Required Date.
Lock Supplier and Department on PO
Gives the Property the option of locking/not locking the Supplier and Department on a Procurement Order.
1. Lock Supplier and Department on PO: Not Checked
1.1. Leave the box unchecked. This means when creating a Procurement Order, the Buyer will be able to make changes to the Supplier and Department.
1.2. Click “Update”
1.3. When in a Procurement Order, the Supplier and Department are open to make changes.
2. Lock Supplier and Department on PO: Checked
2.1. Check the box. This means when creating a Procurement Order, the Buyer will not be able to make
changes to the Supplier and Department.
2.2. Click “Update”
2.3. When in a Procurement Order, the Supplier and Department are greyed out and cannot be changed.
Disallow Line Approval on PO
Gives the Property the option of allowing/not allowing Procurement Orders to be Approved/Rejected by Line Items.
1. Disallow Line Approval on PO: Not Checked
1.1. Leave the box unchecked. This means when Approving a PO, the option to Approve/Reject by Line
Item is available.
1.2. Click “Update”
1.3. When Approving a PO, the User will be able to Approve/Reject by Line Items.
2. Disallow Line Approval on PO: Checked
2.1. Check the box. This means when Approving a PO, the option to Approve/Reject by Line Item is not
available.
2.2. Click “Update”
2.3. When Approving a PO, the User will not see the Approve/Reject buttons.
Price Retrieval Methods
Gives the Property the option on how to pull Pricing for a Procurement document.
1. Price Retrieval Methods
1.1. The Property will have to choose the order in which it would like to pull Pricing for a Procuement
document.
1.1.1. Prime Supplier: the system will look at that Item in the Item Master to see if it has a Prime
Supplier.
- If there is a Prime Supplier, the system will look for the Supplier’s current Bid.
- If no Current Bids for the Supplier, the system will take Last Purchase Price from the Supplier
- If no Last Purchase Price from the Supplier the cost will be set as a $1.00 on a Procurement document.
- If there is no Prime Supplier, the system will go to the next Price Retrieval Method.
1.1.2. Contract Pricing: this will only work on Contracts and the “Price Origin” needs to be set as
“Contract Pricing”.
- (Note: Creating any Procurement documents with an Item on a Contract will not pull the Contract pricing. The User will need to create a Contract Release to use Contract Pricing. Contract Pricing will also not be overwritten with a Price Retrieval Method that is above it in the Order listing.)
1.1.3. Low Bid: the system will look to see if that item is on a current Bid.
- If there is a current Bid, the Item will take that price in the Procurement document.
- If there is more than 1 Bid for the Item, the system will take a lowest price for the Procurement document.
- If there is no current Bid, the system will go to the next Price Retrieval Method.
1.1.4. Low RFQ: the system will look to see if that item is on a current RFQ.
- If there is a current RFQ the Item will take that price in the Procurement document.
- If there is more than 1 RFQ for the Item, the system will take a lowest price for the Procurement document.
- If there is no current RFQ, the system will go to the next Price Retrieval Method.
1.1.5. Last Purchase Price: the system will look to see when the item was last purchased and use that price for the Procurement document.
- If there is no Last Purchase Price, the system will go to the next Price Retrieval Method.
1.1.6. Item does not match any of the Price Retrieval Methods: the system will assign it $1.00 on
the Procurement document.
1.2. Click “Update”