Handle Electronic Purchase Order Confirmation

Explanation

It is possible to receive a purchase order confirmation via EDI or MHS (ORDRSP message). If you have set automatic approval for the EDI/MHS messages from the supplier, the purchase order will be confirmed automatically once the message has been received, i.e., the status of the purchase order changes to Confirmed. Otherwise, you must manually approve the confirmation in the Incoming Purchase Order Confirmation window. If the quantity on an existing purchase order line (with manual peggings connected) has been reduced, you will be notified to modify the peggings before the purchase order can be approved.

Prerequisites

• A purchase order header and at least one order line must have been entered and saved.
• You should have received a purchase order confirmation from the supplier.
• For automatic approval, you must first set up for the supplier to have his/her messages automatically approved.

System Effects

• The purchase order is confirmed and receives the Confirmed status. The purchase order is ready to continue in the workflow.
• If automatic replication is enabled for the supplier, the approved changes will be propagated to any existing pegged demand order, according to the replication logic. Examples of changes that trigger a replication are cancellation, quantity change, date changes, delivery information changes when the pegged order line is a direct delivery.
• If the confirmations are received with differences, then those changes will be registered either directly on the purchase order or in a purchase order change order. A purchase order change order will be created, with the Confirmation Change Order check box selected, if the purchase order is in one of the following situations:
   
  1. Changes are enforced to be processed via a purchase order change order (defined in the settings on the site and supplier).
  2. A purchase order change order has previously been used for the purchase order (all changes for that specific purchase order need to be processed via a purchase order change order).
  3. The purchase order is authorized and changes are not allowed after authorization (defined by the authorization rule).
      
• If changes are allowed after authorization but the purchase order maximum authorized amount is exceeded due to the changes, then the incoming purchase order confirmation will be stopped and the Create Confirmation Change Order option will be enabled in the Incoming Purchase Order Change Order window.
• If a new purchase order line has been included by the supplier and received via purchase order confirmation, then a purchase order change order is created with the Confirmation Change Order check box selected, to include the new purchase order line.

Note: When the purchase order is updated from a confirmation change order, a new revision will not be created.

Window

Incoming Purchase Order Confirmation

Related Window Descriptions

Incoming Purchase Order Confirmation

Procedure

To manually accept the incoming message:

1. Populate or query for the message when the confirmation is received from the supplier.
2. Right-click in the header and then click Approve to confirm the entire order.