3.9.1 SAMMS Stability / Enhancements

This page summarizes the released work for RedRock SAMMS 3.9.1. Version 3.9.1 brings more reliable approval routing, easier searching across contracts and receiving, new capital project controls, the ability to add items from the scanner during physical counts, and 10 new reports.

Highlights

• Inventory: Items scanned during a physical count that don't exist in that inventory can now be added directly from the scanner, along with their count.
• Approvals: Fixes for auto advance, negative amounts, vacation bumping and merged routes, plus new detail tabs on Approve Document.
• Procurement: Partial-word item search, a new item search on Receive a Contract, and pricing fixes on requests and purchase orders.
• Finance: A % threshold for capital projects set to Can Exceed, and project balances that track release amounts.
• Reports: New spend analytics, EDI pricing reconciliation, inventory and retail reports, and a progress indicator when a report is running.

Customer Facing Improvements

Requests and Orders

• Inquiry grids, including All Documents and the approval grids, now include Terms Amount and Extended Amount columns.
• Copying a procurement request now rebuilds the accounts from your current setup instead of reusing the accounts on the original request.
• The capital project picker on purchase orders now filters by the document's property, so users only see their own projects.
• The Create from Order Guide button is back on Request from Guide.
• When you add a supplier to a misc item line on a request, the supplier and price you entered are kept.
• Resetting pricing on a purchase order keeps the correct price origin, such as low bid.
• The user search in Email on Process & Finalize now finds people by first and last name together.
• Property Terms and Conditions are attached only to external emails, not internal ones.

Contracts

• Simple search can find expired contracts again.
• Item search on Open Direct Receipts and Open Releases matches partial words. For example, "rocky" finds “Ice Cream Rocky Road.”

Receiving

• Receive a Contract now has an item search box, like Contract Releases.
• Delivery confirmation emails include the receipt (RV) number.

Bids

• Bid Pricing Maintenance shows supplier item numbers from item maintenance.

Approvals

• Approve Document details now include Reference Documents and Transmission Status tabs, matching the inquiry pages.
• Approval Find and Replace now covers entity, property and company approvals, not just department approvals.
• Departments in D (deleted) status with no approval routes no longer appear in Approval Routes.
• The Orphaned Approvals clean-up job now clears documents that remain in approval queues after being approved.
• When a route has a Notify Only level set at $0, documents submitted for $0 now go through approval instead of moving straight to Open-NA.
• When an approver creates a request under their own approval limit, it now fully approves as soon as the required approver below them approves.
• Auto advance no longer skips the final approver on a route. Like vacation bumping, it stops at the final approver.
• Documents with negative amounts now go through every approval level, based on the absolute amount.
• Processing a request whose only approver is on vacation no longer shows an error. The request stays in that approver's queue.
• Clearing the Use Setting of option on an approval route now resets the route.
• Unmerging dollar limit approvals from commodity-level entity approvals restores the dollar limit approvers.
• Merged approvals combined with Notify Only now use the Dollar Limit Behavior set on the route.

Finance

• Capital projects set to Can Exceed can now use a % threshold, as budgets already can.
• All inventory transactions now count toward a capital project's remaining balance, not just appear in its CapEx buckets.
• Capital project balances now count contract release amounts instead of the full contract amount. This prevents out-of-balance errors as documents move between types.
• Capital project spending limits are now enforced when the project is assigned only on the document lines, not the header.
• On Manage Budgets, the Expenditure section now follows the budget's date setting, using the Required date when the budget is set to it.
• For the WD invoice interface, adjustment invoices are now identified using active invoice lines only.

Inventory

• New: During a physical count, an item scanned that doesn't exist in that inventory can now be added directly from the scanner at that time, along with its count. No more photos or separate spreadsheets after the count.
• Department count guides no longer accept duplicate items, which led to double counts and spend data on reports.
• Closed physical counts still show items whose storage location was changed after the count was finalized.

Administration, Settings and Scheduled Jobs

• Settings has a new page with the download link for the latest mobile app.  
• A new Approval Notification Sender job can email chosen recipients when procurement requests in selected departments are fully approved.
• The Document Cleanup job can email you when it closes a document, with more scheduling flexibility.
• The PO Emailer job has a Buyer option, so buyers can receive internal copies of their own POs.
• EDI price change emails now show the price change as a percentage only.
• The Approval Clean Up job no longer restarts the application when it runs, which has caused intermittent errors.
• The On Order Cleanup job is no longer available in the scheduled jobs list. A more efficient database job replaces it.
• Expired passwords, invoice amounts that differ from the calculated amount, and WD invoice export XML messages are now logged as warnings, not errors.

Reports

• When you click Run Report, the page now shows that the report is running, so you don't need to click again.

New Reports

• EDI Pricing File Reconciliation: Reviews the latest EDI 832 pricing file: matches, unit issues, unmatched items, price changes since the last file, and last purchase price. Found under Reports > Administration > EDI.
• Procurement Spend Analytics: Supplier spend grouped by department, supplier or commodity.
• Supplier Last Purchase (Purchase History): Supplier details, status and contact with the last purchase date, to help review inactive suppliers.
• Transactions By Type/Date/Supplier (Purchase History): Procurement transactions filtered by type, date and supplier.
• Invoice Match with Account Summaries (Custom Reports): Three-way match information with account summaries as shown on a printed invoice.
• Physical Inventory Count - Mobile Upload: Mobile app count uploads compared with the counts recorded in the system.
• Storage Areas: Every storage area, whether it is occupied, primary or secondary, and how many items it holds.
• Inventory Issues By Item: Ordered quantity per item split into open, closed and deleted, with drill-down to documents.
• RTL POS Export Log: Item exports sent to the POS, mirroring what the POS received.
• Outlet Sales by Vendor & Item: Line-level retail sales by outlet, vendor and item attributes.

Updated Reports

• Purchase Order Receipt: Shows the warehouse delivery signature and warehouse dock notes.
• Delivery Sheet: Shows the alternate unit for any variable-weight item, matching the receiving screen.
• Inventory Document (IDOC): Shows deleted lines, clearly marked, once a document is closed; Created time uses the property time zone; prints for all customers.
• Contract print: Uses the receiving area set on the contract first.
• Month End Check List: Timestamps use the property time zone instead of UTC.
• JE Support Open Receipts/Accruals: Longer document numbers fit in the Document # field.
• Payment Information: New supplier, date range and All / Paid / Unpaid filters.
• Invoice Listing: Shows the date and time each invoice was created.
• Cap-Ex Project Purchase Summary: New Building Enhancement column.
• Open P.O.s by Due Date: New version supports scheduled runs with a fixed begin date.
• Top 100 Moving Items, and Top 100 Moving Items by Commodity: Product detailed description added.
• Procurement Documents Data (Custom Reports): Includes requests that have no supplier.
• Stock Requisitions Listing: Includes stock transfers, with a document type filter and the correct from and to departments.
• Department Count Summary: Grouped by department, then commodity, with drill-down to items.
• Receipts By Location & Date: Shows primary and secondary storage locations for put-away.
• Inventory Charges Grouped by Item: Item spec added to the item description.
• Physical Inventory Variance: Commodity and supplier added to the horizontal view.
• User System Access Role Assignments: Includes the newest system access roles.
• User Role Assignments: New user status filter.
• Supplier Item References Matrix: New status filter for supplier items.
• Change Tracking - Items: Terms column always shows, even when no items have terms.
• RTL Inventory Balance: Global totals, column labels and parameter fixes.
• PO Delivery Tracking: Supports item codes up to 20 characters.
• POS Item Sales Summary: No more duplicate lines for items with several POS SKUs.
• Document Approval Reminders: Days waiting reflects the line still pending approval.
• Procurement Document Reference Tracking: Includes documents that don't start from a procurement request.
• Customer Retail Report: Updated for the RTL portal.

Operational Notes

• The On Order Cleanup job has been removed from the scheduled jobs list and replaced by a more efficient database job. 
• Capital project balances now count contract release amounts instead of the full contract amount.
• Documents with negative amounts route through every approval level based on the absolute amount.
• Expired passwords, invoice amount differences and WD invoice export XML messages are now logged as warnings, not errors.
• Each change in the table below has a reference number in the Key column. If you have a question about a change, include that number when you contact Support. 

Included in Release Notes

The items below are the issues in this version marked for release-note inclusion.