Purchase Order Defaulting Rules
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Purchase Order Defaulting Rules Purchasing uses a comprehensive defaulting mechanism to provide most required purchase order information and minimize document creation time. For example, when you are entering a standard purchase order and you want only one shipment and distribution for each purchase order line, you do not need to navigate beyond the Lines tabbed region unless you want to change the default information in the shipments and distributions that Purchasing automatically creates. Note that the Account Generator may be unable to build accounts for a number of reasons related to defaults. For example, if you have entered a one-time item and there is no default account for your user or category. In this case, you must enter distributions in the Distributions window.
Purchase Order Default Matrix Conventions The Purchase Order Default Matrix uses the following conventions: "Default" in this context means that Purchasing provides this information for you. It does not mean that you can always change the defaulted information. When options are listed as 1-2-3, Purchasing looks first for the option specified as 3. If new information is provided, or if information is not available in this source, Purchasing uses the next source. For example, when defaulting the currency to a standard purchase order header, Purchasing first provides the currency specified in the Financials Options window. When you specify a supplier, Purchasing updates the currency based on the supplier's default currency. Finally, when you specify a supplier site, Purchasing updates the currency accordingly. For Releases, "Source Agreement" refers to Blanket Purchase Agreements or Planned Purchase Orders, as appropriate. The Last Acceptance Date is calculated using the Promised Date if available. Otherwise, Purchasing uses the Need-By date. Purchasing provides a GL Date only if you are using encumbrance. The following abbreviations are used in the matrix: ○ OSP Outside Processing ○ PO Opt Purchasing Options Purchase Order Header Defaulting Rules Header Information Purchase Order Type Buyer
Currency - 1
Standard Value = "Standard" User name (must be buyer) Primary
Planned
User name (must be buyer) Primary
Blanket
User name (must be buyer) Primary
Contract
Release
User name (must be buyer) Primary
Value = "Blanket" User name (must be buyer) Source
Currency - 2 Currency - 3 Supplier
Ledger
Ledger
Ledger
Ledger
Supplier Supplier Site
Supplier Supplier Site
Supplier Supplier Site
Supplier Supplier Site
Agreement (not changeable)
Source Agreement (not changeable) Supplier Site From From From From Source supplier if supplier if supplier if supplier if Agreement only 1 only 1 only 1 only 1 (not "Purchasing "Purchasing "Purchasing "Purchasing changeable) " site exists " site exists " site exists " site exists Supplier From site if From site if From site if From site if Contact only 1 only 1 only 1 only 1 contact contact contact contact exists exists exists exists Confirm Order Value = "No" Value = "No" Value = "No" Value = "No" Ship To Financials Financials Financials Financials Source Location - 1 Options Options Options Options Agreement (not changeable) Ship To - 2 Supplier Supplier Supplier Supplier Ship To - 3 Supplier Supplier Supplier Supplier Site Site Site Site Bill To Financials Financials Financials Financials Source Location - 1 Options Options Options Options Agreement (not changeable) Bill To - 2 Supplier Supplier Supplier Supplier Bill To - 3 Supplier Supplier Supplier Supplier Site Site Site Site Payment Financials Financials Financials Financials Source Terms - 1 Options Options Options Options Agreement (not changeable) Pay Terms- 2 Supplier Supplier Supplier Supplier Pay Terms- 3 Supplier Supplier Supplier Supplier Site Site Site Site Freight Terms Financials Financials Financials Financials Source -1 Options Options Options Options Agreement
(not changeable) Frt Terms - 2 Frt Terms - 3 Ship Via - 1
Ship Via - 2 Ship Via - 3 FOB - 1
FOB - 2 FOB - 3 Rate Type
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Purchasing Options
Supplier Supplier Site Purchasing Options
Supplier Supplier Site Purchasing Options
Supplier Supplier Site Purchasing Source Options Agreement (not changeable) Source Agreement (not changeable) Source Agreement (not changeable)
Effective Date
Expiration Date
Minimum Release Amount Notification Control Expiration Date Acceptance Required Transportatio n Arrainged 1
Source Agreement (not changeable)
Source Agreement (not changeable)
Purchasing Purchasing Options Options
Value = "None" Source Agreement
Terms and conditions expiration date Value = "None"
Terms and conditions expiration date Value = "None" Source Agreement
Terms and conditions expiration date Value = "None" Source Agreement
Value = "None" Source Agreement
Transportation Supplier Arrainged - 2 Site Release Number Release Date
Supplier Site
Supplier Site
Source Agreement Existing number + 1 Today's date
Purchase Order Line Defaulting Rules Line Standard Information Line Type Purchasing Options Category - 1 Line Type Category - 2 Item UOM - 1 Line Type UOM - 2 Item Unit Price - Line Type 1 Unit Price - 2 List Price Unit Price - 3 Source document specified in Supplier-Item Attributes window UN Number Item Hazard Class Item OSP UOM Item Type List Price Item Market Price Item Price Type PO Preferences Allow Price Override Promised PO Date Preferences
Need-By Date
PO Preferences
Planned
Blanket
Purchasing Options Line Type Item Line Type Item Line Type
Purchasing Options Line Type Item Line Type Item Line Type
List Price Source document specified in Supplier-Item Attributes window Item Item Item
List Price Source document specified in Supplier-Item Attributes window Item Item Item
Item Item PO Preferences Value = "No"
Item Item PO Preferences Value = "No"
PO Preferences
PO Preferences
PO Preferences
PO Preferences
Contract Release
Source Agreement (not changeable) Source Agreement (not changeable)
Transaction Nature Price Break Type
PO Preferences
PO Preferences
PO Preferences PO Preferences
Purchase Order Shipment Defaulting Rules Shipment Standard Information Ship-To Organization 1
Planned
Blanket
Agreement Header's Ship-To locations organization Ship-To Org - 3 PO PO Agreement Preferences - Preferences - Header's Validated Validated Ship-To against item against item locations organization
Contract Release Financial System Options (blanket releases only) Source Agreement (not changeable) (blanket releases only) PO Preferences Validated against item (blanket releases only) Source Agreement (not changeable)
Ship-To Org - 2 Financial System Options
Financial System Options
Ship-To Location
PO Preferences Validated against validated organization Lines
PO Agreement Preferences - Header Validated against validated organization Lines Lines
PO Preferences Lines
PO Preferences Lines
PO Preferences Lines
PO Preferences Lines
PO Preferences Purchasing Options Line Type
PO Preferences Purchasing Options Line Type
PO Preferences
PO Preferences Purchasing Options Line Type
Item
Item
Promised Date - 1 Promised Date -2 Need-By Date -1 Need-By Date -2 Receipt Close Tolerance - 1 Receipt Close 2 Receipt Close 3
Lines
Item
Invoice Close Tolerance - 1 Invoice Close 2 Invoice Matching (2, 3, 4 Way) - 1 Invoice Match 2 Invoice Match 3 Invoice Match 4
Purchasing Options Item
Purchasing Options Item
Purchasing Options Item
Purchasing Options
Purchasing Options
Purchasing Options
Supplier
Supplier
Supplier
Line Type
Line Type
Line Type
Item Item (Validation (Validation Org) Org) Invoice Match - Item (Ship-To Item (Ship-To 5 Org) Org) Accrue on Else = Receipt Else = Receipt Receipt - 1 Required Required Value Value Accrue on Rct - No, if 2 Consigned Flag is checked Accrue on Rct - No, if PO Opt No, if PO Opt 3 expense expense accrual is accrual is "Period End" "Period End" Accrue on Rct - Yes, if item is Yes, if item is 4 stockable in stockable in ship-to ship-to organization organization Accrue on Rct - Yes, if line type Yes, if line type 5 is OSP is OSP Enforce Ship- Receiving Receiving To Location - Options Options 1 Enforce Ship- Supplier Supplier To - 2 Enforce Ship- Item Item To - 3 Allow Receiving Receiving Substitute Options Options Receipts - 1
Item (Validation Org) Item (Ship-To Org) Else = Receipt Required Value
No, if PO Opt expense accrual is "Period End" Yes, if item is stockable in ship-to organization Yes, if line type is OSP Receiving Options Supplier Item Receiving Options
Substitute Rct - Supplier 2 Substitute Rct - Item 3 Receipt Receiving Routing - 1 Options Receipt Supplier Routing - 2 Receipt Item Routing - 3 Quantity Receiving Received Options Tolerance - 1 Qty Received - Supplier 2 Qty Received - Item 3 Quantity Receiving Received Options Exception - 1 Rcvd Supplier Exception - 2 Rcvd Item Exception - 3 Days Early Receiving Receipt Options Allowed - 1 Days Early Rct Supplier -2 Days Early Rct Item -3 Days Late Receiving Receipt Options Allowed - 1 Days Late Rct - Supplier 2 Days Late Rct - Item 3 Last Accept Promised Date Date + Days Late Receipt Allowed Receipt Date Receiving
Supplier
Supplier
Item
Item
Receiving Options Supplier
Receiving Options Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Promised Date + Days Late Receipt Allowed Receiving
Promised Date + Days Late Receipt Allowed Receiving
Exception - 1 Options Receipt Dte Supplier Exc - 2 Receipt Dte Item Exc - 3 Shipment Price
Options Supplier
Options Supplier
Item
Item
Country of Supplier Site Origin - 1 Cntry of Origin Approved -2 Supplier List
Supplier Site
Source Agreement (not changeable) Supplier Site
Consigned Flag
Approved Supplier List
Approved Supplier List (blanket releases only)
Approved Supplier List
Purchase Order Distribution Defaulting Rules Distribution Standard Information Destination If line type is Type - 1 OSP = "Shop Floor" Destination If item stockable Type - 2 in ship-to org. = "Inventory" Destination If item stockable Type - 3 in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" Destination If item is NOT Type - 4 stockable = "Expense" Requestor PO Preferences Deliver-To PO Preferences Location - 1 if valid for ship-to org and item Deliver-To Requestor's Loc - 2 location Project PO Preferences Details Rate Date PO Header
Planned
Blanket Contract Release
If line type is OSP = "Shop Floor" If item stockable in ship-to org. = "Inventory" If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" If item is NOT stockable = "Expense" PO Preferences PO Preferences if valid for ship-to org and item Requestor's location PO Preferences
If line type is OSP = "Shop Floor" If item stockable in ship-to org. = "Inventory" If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" If item is NOT stockable = "Expense"
PO Header
Source
Requestor's location Requestor's location PO Preferences
GL Date
PO Preferences PO Preferences
Accounts
Account Generator Tax Code
Recovery Rate Requisition Information 1 Requisition Information 2
Account Generator Tax Code
Agreement (not changeable) Today's date if in valid period; else null Account Generator Tax Code
PO Preferences PO Preferences
Source Requisition (Online)
Source Requisition (Online)
Source Requisition (Online)
Purchase Order Default Matrix Conventions The Purchase Order Default Matrix uses the following conventions: "Default" in this context means that Purchasing provides this information for you. It does not mean that you can always change the defaulted information. When options are listed as 1-2-3, Purchasing looks first for the option specified as 3. If new information is provided, or if information is not available in this source, Purchasing uses the next source. For example, when defaulting the currency to a standard purchase order header, Purchasing first provides the currency specified in the Financials Options window. When you specify a supplier, Purchasing updates the currency based on the supplier's default currency. Finally, when you specify a supplier site, Purchasing updates the currency accordingly. For Releases, "Source Agreement" refers to Blanket Purchase Agreements or Planned Purchase Orders, as appropriate. The Last Acceptance Date is calculated using the Promised Date if available. Otherwise, Purchasing uses the Need-By date. Purchasing provides a GL Date only if you are using encumbrance. The following abbreviations are used in the matrix: ○ OSP Outside Processing ○ PO Opt Purchasing Options Purchase Order Header Defaulting Rules Header Information Purchase Order Type Buyer
Currency - 1
Standard Value = "Standard" User name (must be buyer) Primary
Planned
User name (must be buyer) Primary
Blanket
User name (must be buyer) Primary
Contract
Release
User name (must be buyer) Primary
Value = "Blanket" User name (must be buyer) Source
Currency - 2 Currency - 3 Supplier
Ledger
Ledger
Ledger
Ledger
Supplier Supplier Site
Supplier Supplier Site
Supplier Supplier Site
Supplier Supplier Site
Agreement (not changeable)
Source Agreement (not changeable) Supplier Site From From From From Source supplier if supplier if supplier if supplier if Agreement only 1 only 1 only 1 only 1 (not "Purchasing "Purchasing "Purchasing "Purchasing changeable) " site exists " site exists " site exists " site exists Supplier From site if From site if From site if From site if Contact only 1 only 1 only 1 only 1 contact contact contact contact exists exists exists exists Confirm Order Value = "No" Value = "No" Value = "No" Value = "No" Ship To Financials Financials Financials Financials Source Location - 1 Options Options Options Options Agreement (not changeable) Ship To - 2 Supplier Supplier Supplier Supplier Ship To - 3 Supplier Supplier Supplier Supplier Site Site Site Site Bill To Financials Financials Financials Financials Source Location - 1 Options Options Options Options Agreement (not changeable) Bill To - 2 Supplier Supplier Supplier Supplier Bill To - 3 Supplier Supplier Supplier Supplier Site Site Site Site Payment Financials Financials Financials Financials Source Terms - 1 Options Options Options Options Agreement (not changeable) Pay Terms- 2 Supplier Supplier Supplier Supplier Pay Terms- 3 Supplier Supplier Supplier Supplier Site Site Site Site Freight Terms Financials Financials Financials Financials Source -1 Options Options Options Options Agreement
(not changeable) Frt Terms - 2 Frt Terms - 3 Ship Via - 1
Ship Via - 2 Ship Via - 3 FOB - 1
FOB - 2 FOB - 3 Rate Type
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Financials Options
Supplier Supplier Site Purchasing Options
Supplier Supplier Site Purchasing Options
Supplier Supplier Site Purchasing Options
Supplier Supplier Site Purchasing Source Options Agreement (not changeable) Source Agreement (not changeable) Source Agreement (not changeable)
Effective Date
Expiration Date
Minimum Release Amount Notification Control Expiration Date Acceptance Required Transportatio n Arrainged 1
Source Agreement (not changeable)
Source Agreement (not changeable)
Purchasing Purchasing Options Options
Value = "None" Source Agreement
Terms and conditions expiration date Value = "None"
Terms and conditions expiration date Value = "None" Source Agreement
Terms and conditions expiration date Value = "None" Source Agreement
Value = "None" Source Agreement
Transportation Supplier Arrainged - 2 Site Release Number Release Date
Supplier Site
Supplier Site
Source Agreement Existing number + 1 Today's date
Purchase Order Line Defaulting Rules Line Standard Information Line Type Purchasing Options Category - 1 Line Type Category - 2 Item UOM - 1 Line Type UOM - 2 Item Unit Price - Line Type 1 Unit Price - 2 List Price Unit Price - 3 Source document specified in Supplier-Item Attributes window UN Number Item Hazard Class Item OSP UOM Item Type List Price Item Market Price Item Price Type PO Preferences Allow Price Override Promised PO Date Preferences
Need-By Date
PO Preferences
Planned
Blanket
Purchasing Options Line Type Item Line Type Item Line Type
Purchasing Options Line Type Item Line Type Item Line Type
List Price Source document specified in Supplier-Item Attributes window Item Item Item
List Price Source document specified in Supplier-Item Attributes window Item Item Item
Item Item PO Preferences Value = "No"
Item Item PO Preferences Value = "No"
PO Preferences
PO Preferences
PO Preferences
PO Preferences
Contract Release
Source Agreement (not changeable) Source Agreement (not changeable)
Transaction Nature Price Break Type
PO Preferences
PO Preferences
PO Preferences PO Preferences
Purchase Order Shipment Defaulting Rules Shipment Standard Information Ship-To Organization 1
Planned
Blanket
Agreement Header's Ship-To locations organization Ship-To Org - 3 PO PO Agreement Preferences - Preferences - Header's Validated Validated Ship-To against item against item locations organization
Contract Release Financial System Options (blanket releases only) Source Agreement (not changeable) (blanket releases only) PO Preferences Validated against item (blanket releases only) Source Agreement (not changeable)
Ship-To Org - 2 Financial System Options
Financial System Options
Ship-To Location
PO Preferences Validated against validated organization Lines
PO Agreement Preferences - Header Validated against validated organization Lines Lines
PO Preferences Lines
PO Preferences Lines
PO Preferences Lines
PO Preferences Lines
PO Preferences Purchasing Options Line Type
PO Preferences Purchasing Options Line Type
PO Preferences
PO Preferences Purchasing Options Line Type
Item
Item
Promised Date - 1 Promised Date -2 Need-By Date -1 Need-By Date -2 Receipt Close Tolerance - 1 Receipt Close 2 Receipt Close 3
Lines
Item
Invoice Close Tolerance - 1 Invoice Close 2 Invoice Matching (2, 3, 4 Way) - 1 Invoice Match 2 Invoice Match 3 Invoice Match 4
Purchasing Options Item
Purchasing Options Item
Purchasing Options Item
Purchasing Options
Purchasing Options
Purchasing Options
Supplier
Supplier
Supplier
Line Type
Line Type
Line Type
Item Item (Validation (Validation Org) Org) Invoice Match - Item (Ship-To Item (Ship-To 5 Org) Org) Accrue on Else = Receipt Else = Receipt Receipt - 1 Required Required Value Value Accrue on Rct - No, if 2 Consigned Flag is checked Accrue on Rct - No, if PO Opt No, if PO Opt 3 expense expense accrual is accrual is "Period End" "Period End" Accrue on Rct - Yes, if item is Yes, if item is 4 stockable in stockable in ship-to ship-to organization organization Accrue on Rct - Yes, if line type Yes, if line type 5 is OSP is OSP Enforce Ship- Receiving Receiving To Location - Options Options 1 Enforce Ship- Supplier Supplier To - 2 Enforce Ship- Item Item To - 3 Allow Receiving Receiving Substitute Options Options Receipts - 1
Item (Validation Org) Item (Ship-To Org) Else = Receipt Required Value
No, if PO Opt expense accrual is "Period End" Yes, if item is stockable in ship-to organization Yes, if line type is OSP Receiving Options Supplier Item Receiving Options
Substitute Rct - Supplier 2 Substitute Rct - Item 3 Receipt Receiving Routing - 1 Options Receipt Supplier Routing - 2 Receipt Item Routing - 3 Quantity Receiving Received Options Tolerance - 1 Qty Received - Supplier 2 Qty Received - Item 3 Quantity Receiving Received Options Exception - 1 Rcvd Supplier Exception - 2 Rcvd Item Exception - 3 Days Early Receiving Receipt Options Allowed - 1 Days Early Rct Supplier -2 Days Early Rct Item -3 Days Late Receiving Receipt Options Allowed - 1 Days Late Rct - Supplier 2 Days Late Rct - Item 3 Last Accept Promised Date Date + Days Late Receipt Allowed Receipt Date Receiving
Supplier
Supplier
Item
Item
Receiving Options Supplier
Receiving Options Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Receiving Options
Receiving Options
Supplier
Supplier
Item
Item
Promised Date + Days Late Receipt Allowed Receiving
Promised Date + Days Late Receipt Allowed Receiving
Exception - 1 Options Receipt Dte Supplier Exc - 2 Receipt Dte Item Exc - 3 Shipment Price
Options Supplier
Options Supplier
Item
Item
Country of Supplier Site Origin - 1 Cntry of Origin Approved -2 Supplier List
Supplier Site
Source Agreement (not changeable) Supplier Site
Consigned Flag
Approved Supplier List
Approved Supplier List (blanket releases only)
Approved Supplier List
Purchase Order Distribution Defaulting Rules Distribution Standard Information Destination If line type is Type - 1 OSP = "Shop Floor" Destination If item stockable Type - 2 in ship-to org. = "Inventory" Destination If item stockable Type - 3 in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" Destination If item is NOT Type - 4 stockable = "Expense" Requestor PO Preferences Deliver-To PO Preferences Location - 1 if valid for ship-to org and item Deliver-To Requestor's Loc - 2 location Project PO Preferences Details Rate Date PO Header
Planned
Blanket Contract Release
If line type is OSP = "Shop Floor" If item stockable in ship-to org. = "Inventory" If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" If item is NOT stockable = "Expense" PO Preferences PO Preferences if valid for ship-to org and item Requestor's location PO Preferences
If line type is OSP = "Shop Floor" If item stockable in ship-to org. = "Inventory" If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" If item is NOT stockable = "Expense"
PO Header
Source
Requestor's location Requestor's location PO Preferences
GL Date
PO Preferences PO Preferences
Accounts
Account Generator Tax Code
Recovery Rate Requisition Information 1 Requisition Information 2
Account Generator Tax Code
Agreement (not changeable) Today's date if in valid period; else null Account Generator Tax Code
PO Preferences PO Preferences
Source Requisition (Online)
Source Requisition (Online)
Source Requisition (Online)
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