Overview
The purpose of this entity is to provide a catalogue of buyers to be used in the Purchasing Module and link each buyer with Purchasing Offices.
Navigation
Purchasing ► Support Entities ► Buyer
Buyer Screen Fields
| Field | Description |
| Id | Unique identification code of the Buyer. |
| Active | Flag indicating if the Buyer is active or not. If this value is changed to false, such buyer can not be selected again and it will remain for references purposes only. |
| Employee | Reference to this entity, filtering the list to Employees with access to Procurement Module or Purchasing Module and to the Institution. |
| Language | Country Specific language used to describe the buyer. |
| Description | Description of the buyer. |
| Buyer Institutions | Collection of one or many institutions the Buyer works for. |
Overview
A carrier is a person or company that is commissioned to transport the purchased goods from the supplier to the organization or vice-versa. The Carrier entity holds a list of carriers, which can later be used when entering Goods Received Notes or Goods Returned Notes using the Purchasing module.
Navigation
Purchasing ► Support Entities ► Carriers
Carrier Screen Fields
| Field | Description |
| Id | Unique identification code of Carrier. This is automatically generated ID by the system. Users can not change this. This is mandatory field. |
| Active | Flag indicating if the carrier is active or not. If this value is changed to false, such carrier can’t be selected again and it will remain for references purposes only. True by default. |
| Name | Name of the carrier organization. |
| Contact Title | A title is to signify an official position of a person, and it's often used with a contact. The same contact can have different title in different situation, for example, a contact as a vendor uses the title "Strategic Accounts", and as a customer uses the title "Product Manager". |
| Contact Name | Contract name of the carrier is mentioned in this field. |
| Contact Designation | Designation of the carrier is mentioned here. |
| Contacts | This is not mandatory field. Users can insert the carrier contact information as additional. |
Overview
A delivery mode means by which (e.g. by truck, courier, rail, air) the purchased goods are delivered from the supplier's place to the organization, and vice-versa. Delivery modes can be used when entering goods received notes, goods returned notes, purchase requisitions and purchase orders.
Navigation
Purchasing ► Support Entities ► Delivery Mode
Delivery Mode screen Fields
| Field | Description |
| Id | Unique identification code of Delivery mode. This field is automatically updated by system. Users can not change this value. |
| Active | Flag indicating if the delivery mode is active or not. If this value is changed to false, such delivery mode can’t be selected again and it will remain for references purposes only. Default value is True. |
| Language | Language used to describe the Delivery Mode. User can select language from drop down list. |
| Abbreviation | Abbreviation of the mode of delivery is mentioned in this field. It is mandatory field. |
| Description | Description of the Delivery Mode. It is mandatory field. |
Overview
A delivery term is a special condition that apply to the delivery of procured goods from a supplier to your organization, and vice-versa (e.g. to be delivered overnight; within ten days). Delivery terms can be used when entering purchase requisitions and purchase orders (regular and blanket).
Navigation
Purchasing ► Support Entities ► Delivery Terms
Delivery Term Screen Fields
| Field | Description |
| Id | This is a system generated code and users cannot change it. |
| Active | This is a check box which is by default checked. |
| Language | Users can select the prefered language by selecting the drop down list. |
| Abbreviation | Abbreviation of the delivery term. |
| Description | Detailed description of the delivery term. |
Overview
The Purchase Clause function allows users to create a list of pre-defined Clauses that can be selected when a Requisition or Purchase Order is created.
Navigation
Purchasing ► Support Entities ► Purchasing Clauses
Purchasing Clause Screen Fields
| Field | Description |
Id | Unique identification code of Purchasing Clause. This field is automatically updated by system. Users can not change this value. |
Active | Flag indicating if the delivery mode is active or not. If this value is changed to false, such delivery mode can’t be selected again and it will remain for references purposes only. Default value is True. |
Language | Users can select language from the dropdown list. |
Abbreviation | Abbreviation of the Clause is mentioned in this field. It is mandatory field. |
Description | Detailed description of the Clause. It is mandatory field. |
Overview
The purpose of the Suggestion entity is to provide a pre-defined list of suggestions related to the requested items which can be used within the Purchase Requisition.
Navigation
Purchasing ► Support Entities ► Purchase Requisition Suggestion
Purchase Requisition Suggestion Screen Fields
Field | Description |
Id | Auto generated unique code that identifies the Suggestion. Users can not change this value. |
Active | Flag indicating if the delivery mode is active or not. If this value is changed to false, such delivery mode can’t be selected again and it will remain for references purposes only. Default value is True. |
Language | Language used to describe the Suggestion. Users can select language from the dropdown list. |
Abbreviation | Abbreviation of the Suggestion is mentioned in this field. It is mandatory field. |
Description | Abbreviation of the suggestion is mentioned in this field. It is mandatory field. |
Overview
The Objective of this screen is to create a limitation on spending of purchasing goods.
Purchasing ► Support Entities ► Spending Limit in Purchasing
| Field | Description |
| Fiscal Year | The Fiscal Year for which the limit is applicable. |
| Coding Block | Defines the Account for which the limit is being appplicable. |
| Percentage | The users can use value from 0 to 100. |
| Commitment Amount | This is read only field. It is automatically populated by the system. This represents the cumulative committed amount related with selected coding block for selected fiscal year. |
| Current Budget Amount | This represents the amount in current budget based on the selected coding block for selected fiscal year, at the time when last validation was done. System will only take into account positive values when calculating this value (negative values represent revenues, therefore only positive values should be taken into account). |
| Created By | This field is automatically populated by the system with the user name who create spending limit. |
| Created On | This field is automatically populated by the system with current system date. |
| Last Modified By | The user who modified the Spending Limit last. System will update this value every time if there is a change either on percentage, coding block or fiscal year |
| Last Modified On | Last modification made on the date is mentioned. System will update this value every time if there is a change either on percentage, coding block or fiscal year. |
| Last Update on Amounts | The Amounts last updated on the date is mentioned. System will automatically update this value every time if commitment amount and current budget amount is updated. |
Overview
A receipt type refers to the classification of the receipts that can arise in during normal purchasing operation.
Navigation
Purchasing ► Support Entities ► Receipt Type
| Field | Description |
| Code | This is a system generated unique code identifier |
| Active | This indicates whether the Receipt Type is active or inactive. If unchecked the Receipt Type will remain for reference purposes only. |
| Is Reference To PurchaseOrder | Indicates if it referenced to purchase order |
| Is Require Term Date | If checked, indicates term date is required |
| Is Journal Voucher Creator | If checked, indicates whether it is used to create journal vouchers |
| Is Expense Voucher Creator | If checked, indicates whether it is used to create expense voucher |
| Item Ownership Type | Close domain list that indicates the ownership type related. |
| Is visible on Asset | If checked, indicates whether it is visbile on Assets. |
| Is used on Assets Module | If checked, indicates whether it is used on Assets Module. |
| Is used on Inventory Module | If checked, indicates whether it is used on Inventory Module. |
| Is Visible on GRRN | If checked, indicates whether it is visible on Goods Receive Return Notes. |
| Generate a Revenue Invoice and and Expense Voucher | If checked, indicates that an Expense voucher and a Revenue Invoice will be created once the GRN reaches approved stage. |
| Invoice Classification | Used to create a revenue invoice, based on the values configured in invoice classification entity. |
| Expense Voucher Classification | Used to automatically create an expense voucher. |
| Is related with a disposal | If set to true the receipt type is related with a disposal (related to parameter configuration). |
| Language | Selected language of the sytem used to store Name and Description |
| Name | Name of the Receipt Type |
| Description | Brief description of the Receipt Type |
Overview
Catalogue that will be used to justify the usage of any purchasing vehicle when creating purchase requisition.
Navigation
Purchasing ► Support Entities ► Purchasing Vehicle Usage Justification
Field | Description |
|---|---|
ID | Unique identification code. |
| Origin | Indicates how the Purchasing Vehicle Usage Justification is created. Possible values are Manual and Data Import. |
| Active | Used to activate or inactivate the usage of the justification row when creating new purchase requisition. |
Purchasing Vehicle | Reference to the purchasing vehicle that will make usage of the justification. |
| Language | Country specific language to enter descriptions. |
Abbreviation | Short description of the Purchasing Vehicle Usage Justification. |
Description | Description of the Purchasing Vehicle Usage Justification. |
Overview
This entity is used to store the information of the types of classification of purchase orders.
Navigation
Purchasing ► Support Entities ► Purchase Order Reference Type
Field | Description |
ID | Unique identification number. |
| Origin | Indicates how the Reference Type is created in the system. Possible values are Manual and Data Import. |
Description | Defines the name of the type of order example:
|
| Purchase Reference Type | Options are Normal, Complementary and Re-Awarding. |
Registration date | Registration date. |
Active | If this is unchecked, such Purchase Order Reference Type can’t be selected again and it will remain for references purposes only. |
Overview
The purpose of this entity is to define a list of Reason that support the usage of the Purchase Order Type attribute, this is usefull so the user can classify the reason when using Purchase Order that are Complementary or for Re-Awarding.
Navigation
Purchasing ► Support Entities ► Purchase Order Type Reason
Purchase Order Type Reason Screen Fields
Field | Description |
ID | Unique identification code for Purchase Order Type Reason record. |
Origin | Indicates the origin of the Purchase Order Type Reason. Possible values are Manual, Data Import and Generic Web Service. |
Active | Used to indicate the user the justification is active or not. |
Reference Number | Reference number of the Purchase Order Type Reason. |
Purchase Order Justification Type | Possible values are Normal, Complementary and Re-Awarding. |
Language | Country specific language is selected from drop down box. |
| Abbreviation | Abbreviation of the Reason. |
Description | Description of the Reason. |