Datastream 7i users set up as buyers with the proper authorization can automatically generate and/or approve purchase orders from existing requisitions with U (Unfinished), R (Ready for printing), or A (Approved) status (or equivalent user codes) on the Requisition assign form (SXASGN) and the Create Default requisitions/POs from Low Stock form (SBREQF).
To grant users the authorization to generate and/or approve purchase orders from existing requisitions, you must create the appropriate status change authorizations for generation for the PORD entity on the Status change authorization form (BNAUTH). You can also create equivalent user codes for U (Unfinished), R (Ready for printing), or A (Approved) status to which to assign to generated purchase orders.
In addition to having the appropriate status change authorization to generate and/or approve purchase orders, a user must also have sufficient monetary approval limits for the purchase order line or header level for Purchase order limit and/or for PO auth limit on the Users form (BMUSER) to generate and/or approve the purchase order.
The LIMITLEV installation parameter determines whether approval limits are set at the header or line level. The system administrator can set LIMITLEV for Purchase order limit for generation and/or PO auth limit for approval at either the header level or the line level on the Installation codes form (BNINST).
When automatically generating purchase orders, Datastream 7i generates and/or approves purchase orders and purchase order lines based on the status authorization changes and the monetary limits defined for the user. For example, a user can have sufficient approval limits defined at the line level to generate a purchase order and lines; however, they have not been granted approval rights on the Status change authorization form (BNAUTH). So, Datastream 7i generates a purchase order and purchase order lines for the user; however, the purchase order cannot be generated with approved status with A (Approved) status (or equivalent user code).
When automatically generating purchase orders, you can select the preferred generation status for the purchase order; however, this status indicates the highest-level status that Datastream 7i can assign to an auto-generated purchase order, e.g., A (Approved). However, Datastream 7i can automatically assign a lower-level status, such as U (Unfinished) based on the status authorizations defined for the user and certain generation scenarios.
Refer to following table for more information about automatic purchase order generation/approval. The auto-generation scenarios in the table indicate whether a purchase order is generated if the user has insufficient authorization for approval, or if they exceed their monetary limits specified for PO auth limit or Purchase order limit on either the header or the line level. The table also indicates the possible generation statuses for a generated purchase order and lines based on the status changes defined for the user.
|
PO auth limit (Approval) |
Purchase order limit (Generation) |
Purchase order generated |
Purchase order generated with Unfinished/ Ready for printing status |
Purchase order generated with Approved status |
|
User does not exceed limit |
User exceeds limit |
No |
No |
No |
|
User does not exceed limit |
User does not exceed limit |
Yes |
Yes |
Yes |
|
User exceeds limit |
User exceeds limit |
No |
No |
No |
|
User exceeds limit |
User does not exceed limit |
Yes |
Yes |
No |
|
The scenarios for automatic purchase order generation apply to both the purchase order header and lines, and they are the same whether LIMITLEV is set to the header or line level for PO auth limit and/or Purchase order limit. You can also create equivalent user codes for Unfinished, Ready for printing, and/or Approved, which Datastream 7i will assign to the generated purchase order and lines if applicable. Additionally, if the ASSETASS installation parameter is set to P and any of the approved requisition lines include parts tracked By asset that have not been associated with objects, Datastream 7i processes purchase order generation/approval in the same manner as it does when the user exceeds their monetary limits. |