Enterprise Purchasing Statuses |
Statuses indicate the current state of a line item or header on requisitions, purchase orders (POs), requests for bid/quote/proposal (B/Q/P), and responses to requests for bid/quote/proposal (RFB/Q/P).
The Statuses screen enables you to define the name, description, and item state and specify the enterprise object (i.e., requisitions, POs, requests for B/Q/P, and responses to RFB/Q/P) to which it applies.
A status is specified as PENDING, OPEN, or CLOSED. This setting drives certain business rules for stages of the purchasing process. For example, a purchase order with an OPEN status is considered to have been sent to the vendor and the quantity is on order.
The Statuses screen has one tab, Basic Info. The field in the top section of the tab enables you to create a status ID.
Status ID
Identifier of the status either being defined or that is currently selected in the grid. This field has a list box. If the status already exists, its description displays to the right of the field. This field is required.
Data in the fields in the bottom section of this tab enable you to identify the entities to which the status applies.
Description
Free-form text field in which you can type a description of the status. Maximum field length is 30 characters. This field is optional.
Item state
The item's status. This field is required. This field has a choice list:
PENDING: The line item or header has not been ordered or sent to vendors. Quantities for pending purchase orders or requisitions are tracked by location
OPEN: The line item or header has been sent to a vendor and the items ordered are awaiting receipt.
CLOSED: The line item or header was ordered and either received or cancelled. You can set the status of a purchasing entity to CLOSED without having to go through end of period - purge processing.
Note: Pending line items (stock parts only) on POs are tracked in the Quantity on order field on the Basic Info tab of the Data -> Parts Items -> Location Information screen. The Value on order field on that tab tracks the value on order. Pending or open line items (stock parts only) on requisitions are tracked in the Quantity pending order field on the More Info tab of the Data -> Parts Items -> Location Information screen.
Used on
Place a check next to each entity associated with the status. This field is optional.
Purchase orders
Requisitions
Requests for bid/quote/proposal
Responses to RFB/Q/P (request for bid/quote/proposal)
Invoices
Note: You cannot change the Used on setting of a status that is currently in use on a line record.