Purchasing Company Controls Edit MPAB

The Common Purchasing Company Controls screen MPAB identifies parameters that control the way in which your Purchasing Company operates. Both the Accounts Payable and Purchasing applications use these parameters which include information such as how supplier numbers are assigned, supplier number length and if user-defined data is required during supplier maintenance.

You can purge common purchasing control parameters. Purging common purchasing control parameters marks the parameters for deletion. You must submit the Deferred Purge process, ZA1, to physically delete the parameters from the database. Refer to Deferred Purge for more information.

The e5 Purchasing environment consists of Accounts Payable and Purchasing Management. The Common Purchasing Company Controls Screen MPAB allows a definition of exactly how to configure the Purchasing modules for each company within the system.

As this control data applies to different modules, the entries required on these maps depend on which modules are installed. Within a multi company environment, it is possible to 'tailor' the purchasing modules so they function according to the varying requirements of the different operating Companies /Divisions set up.

Creating Common Purchasing Controls

The following fields must be entered when creating Common Purchasing Controls:

A Company Code to which the controls relate.
A Foreign Exchange rate type to be used as a default in data entry and for system generated foreign currency postings

You must specify how the company relates to your General Ledger set up through the General Ledger relationship. Options are:

(Normal) Indicates working Purchasing modules on a one to one basis with the General Ledger of the same company code.
(Single) Indicates that Purchasing modules for this company are posting into one General Ledger and shared with purchasing modules of other companies.
(Multi) Indicates that Purchasing modules for this company may post into more than one General Ledger. If so, you need to create the relevant Inter Company Holding Control Accounts.

The General Ledger Holding Company must be specified. This is the General Ledger company used for postings when Normal or Single is specified and the default General Ledger company in a multi General Ledger set up.

Indicate if Automatic Supplier Numbering is required. If you choose to use auto numbering, then you must also specify:

A Supplier Prefix size. Prefix codes can then be defined of this size.
A Supplier Suffix size. A suffix code of this size will be generated for each new supplier created.
The next supplier number.

Indicate if Automatic Employee Numbering is required. If you choose to use auto numbering, then you must also specify:

An Employee Prefix size. Prefix codes can then be defined of this size.
An Employee Suffix size. A suffix code of this size will be generated for each new supplier created.
The next employee number.

If Purchase Price Variance processing is to be used then set the PPV indicator. If you choose to use PPV, then you must also:

Choose to use Currency Variance Processing or not.
Enter a PPV Accounts Code table code. Since more than one group of accounts may be created on this table the code that represents the accounts applicable for this particular Company must be entered in this field.
Specify a Standard Rate type for use in Currency Variance calculations.

You must choose whether you wish to use GRNI at the point of receipt or not. If you choose to use this, then the cost of the goods ordered should be provided for in the General Ledger once the Goods Receipt details have been entered / generated. This process is automatic and is reversed once the relevant invoice details have been matched to the order. Note that if goods are only advised, postings to the Purchase Reserve will not be made until the goods are actually received. Any goods returns that are made will automatically be adjusted for in the Purchase Reserve. Otherwise provisions for the cost of goods received will not be automatically made. However, you have the option to request the system to calculate and cost a Purchase Reserve when required, via the Batch Requesting system.

Provide a default EC State

Provide a number of days for Default Price expiry.

You must choose to allow automatic acceptance of delivery or not. If you do then:

If during Receipting the quantity is advised but not entered as received the GRN will be held at that date. When this batch routine is run (after the No of days before acceptance has elapsed) the GRN will be released and the goods received in.
You will need to specify the number of days that a receipt must be held before the Automatic Acceptance routines can be performed against any relevant order lines.

You must specify if you require Auto delivery numbering, Valid entries are:

(Company) - Determines that the generation of automatic delivery numbers is controlled at Company Level and are created according to the values made in the 'Delivery Number Length' and 'Next Delivery Number' fields.
(Prefix) - Automatically generated delivery numbers require a prefix. The prefix itself will be entered during the Goods Receipt process and must be a valid code existing on the Document Prefix Codes Table.
(Manual) - Automatic creation is not required as numbers are entered manually.

You must choose how to handle Order prices. The options are:

If order price details are not to be used or maintained.
If order price details are to be maintained for 'Item File' items only.
If the last order price is the only price detail to be maintained for items existing on the 'Item File'.

You must choose how to handle Invoice prices. The options are:

If invoice price details are not to be used or maintained.
If invoice price details are to be maintained for 'Item File' items only.
If the last invoice price is the only price detail to be maintained for items existing on the 'Item File'.

You must specify a number of days after which the automatic price clear down will take place. Price data older than this number of days will be removed from the system.

You must choose to include Order or Supplier discount on order creation.

You must specify the UOM for 'days'. All calculations performed by the purchasing modules that include the use of time periods are computed on the basis of 'days'.

The user, however, may enter and view time periods in measures other than days, such as weeks. The entry required in this field therefore is a valid Unit of Measure that represents days with conversion factors existing between it and any other potential time period Unit of Measure used (as defined on screen MAKP).The system will then be able to convert time periods used into an equivalent number of days to provide the uniform basis it requires for such calculations.

User Analysis Codes

User Analysis Codes allow you to define your own supplier/employee and sundry supplier data on an additional format of Supplier/Employee and Sundry Supplier Controls. The user has the facility to associate User Analysis Codes to this Company which will be used as defaults during Supplier/Employee and Sundry Supplier creation time.

When entering Supplier/Employee and Sundry Supplier details, if a default User Analysis Code has been specified in any of the following segments, appropriate supplier/employee and sundry supplier data may be accessed through an additional format.

Supplier

Enter a valid User Analysis Code, if required. The User Analysis Code should have been defined on the User Analysis Data Control screen. If entered, an additional format will be presented at Supplier creation time which contains the user defined supplier data required. If left blank, the system assumes that additional user defined Supplier data is not required.

Employee

Enter a valid User Analysis Code if required. The User Analysis Code should have been defined on the User Analysis Data Control screen. If entered, an additional format will be presented at Employee creation time which contains the user defined employee data required. If left blank, the system assumes that additional user defined employee data is not required.

Sundry Supplier

Enter a valid User Analysis Code if required. The User Analysis Code should have been defined on the User Analysis Data Control screen. If entered, an additional format will be presented at Sundry Supplier creation time which contains the user defined sundry supplier data required. If left blank, the system assumes that additional user defined sundry Supplier data is not required.

Item

The Item user analysis code is used in the Item File by Purchasing Management and/or Inventory Management. This field may be used to insert the default user defined variant that is to be associated to each Item created on the Item File. The variant is defined on the user analysis definitions table and allows the user to format up to 500 characters for additional information fields required on the Item File basic details. When entering and updating Item information you will be presented with the imported user fields appropriate to the variant. The default variant must first be modelled using 'Softscreen'.

Inventory Management Optional Codes

The following optional codes may also be specified if Inventory Management is in use:

Automatic Returns Order Code

Enter an Automatic Returns Order Code, this must be a valid Document Code MDAI with a Document Type of 'O' (Order). This code must be used on returns orders that are stock related and will ensure that INVENTORY MANAGEMENT will be updated with the relevant return information.

Inventory Purchase Requisition Code

This must be a valid Document Code MDAI with a Document Type of 'R' (Requisition). This code must have its Material Request indicator set to System Generated Purchase Requisition. It will be used when purchase requisition is created due to stock levels falling below reorder levels.

Inventory Replenishment Requisition Code

This is a code which a requesting store with depleted stock should apply during request to another store to replenish its stock.

Enter an Inventory Replenishment Requisition Code, this must be a valid Document Code MDAI with a Document Type of 'R' (Requisition). This code must have its Material Request indicator set to System Generated Replenishment Requisition. In other words, this code will be used when an automatic replenishment requisition is created due to requesting the transfer of stock from a feeder store to a store where the notional stock level has fallen below the re-order level.

Inventory Buyer Code

Enter an Inventory Buyer Code, this must be a valid CP User (MPX1) and the user must be set up as a Buyer. The user may elect to direct all Inventory type purchase requisition documents for the attention of a particular buyer in which case the buyer code will be entered in this field. If however, a code is not entered in this field the system will leave the buyer blank on the requisition.

Evaluated Receipt Settlement

The following information may be specified if ERS is to be in use for the company:

Field	Description
ERS Allowed	This controls whether ERS is allowed for this company, if it is not switched on at this level then no suppliers that operate for this company can have ERS active.
Credit Notes Auto Generated	This flag determines whether Credit notes will be generated when returns are entered for a ERS defined Supplier.
Invoice Transaction Subtype	The AP transaction subtype that will be used to create the Invoices that are generated during ERS.
Invoice Creation Method	Allows the definition of the level at which invoices will be created.
Invoice Number Generation	Defines how the Transaction reference of ERS invoices is generated. The options are System Generated Advice Note Prefix
Invoice Prefix/Length	If Prefix numbering is defined then these fields will contain the prefix to be used, and the length of the number to be generated
Credit Note Creation Method	Allows the definition of the level at which Credit Notes will be created.
Credit Note Number Generation	Defines how the Transaction reference of ERS invoices is generated. The options are System Generated GRN Advice Note
Credit Note Prefix/Length	If Prefix numbering is defined then these fields will contain the prefix to be used, and the length of the number to be generated.

Price Types

A number of price types are generated by the system on creation of a new Company Code. You can override the default settings, but only on Insert of a new set of controls. You must provide:

The Price Type to be used when creating Item Prices for the specified Document Indicator.
The Description which is to be shown for this Document Indicator.
The Document Indicator.

Item Numbers

Company Item numbers can be automatically allocated during online and offline item entry. This tab is used to control the generation of these item numbers.

If not described in this topic, click on a field and press F1 to view help. See Common Fields for more information.

Fast prompt allows you to quickly view a list of options for certain fields.

NOTE Field visibility can be defined by your System Administrator, so not all fields documented may be shown.

See Using the Command Line on opening the screen without going through the menu.