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
Standard Planned Blanket Contract Release
Information
Purchase Value = Value =
Order Type "Standard" "Blanket"
Buyer User name User name User name User name User name
(must be (must be (must be (must be (must be
buyer) buyer) buyer) buyer) buyer)
Currency - 1 Primary Primary Primary Primary Source
 Ledger Ledger Ledger Ledger Agreement
(not
changeable)
Currency - 2 Supplier Supplier Supplier Supplier
Currency - 3 Supplier Supplier Supplier Supplier
Site Site Site Site
Supplier 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 Supplier Supplier Supplier Supplier
Frt Terms - 3 Supplier Supplier Supplier Supplier
Site Site Site Site
Ship Via - 1 Financials Financials Financials Financials Source
Options Options Options Options Agreement
(not
changeable)
Ship Via - 2 Supplier Supplier Supplier Supplier
Ship Via - 3 Supplier Supplier Supplier Supplier
Site Site Site Site
FOB - 1 Financials Financials Financials Financials Source
Options Options Options Options Agreement
(not
changeable)
FOB - 2 Supplier Supplier Supplier Supplier
FOB - 3 Supplier Supplier Supplier Supplier
Site Site Site Site
Rate Type Purchasing Purchasing Purchasing Purchasing Source
Options Options Options Options Agreement
(not
changeable)
Effective Date Source
Agreement
(not
changeable)
Expiration Date Source
Agreement
(not
changeable)
Minimum Purchasing Purchasing
Release Options Options
Amount
Notification Terms and Terms and Terms and
Control conditions conditions conditions
Expiration Date expiration expiration expiration
date date date
Acceptance Value = Value = Value = Value = Value =
Required "None" "None" "None" "None" "None"
Transportatio Source Source Source Source
n Arrainged - Agreement Agreement Agreement Agreement
1
 Transportation Supplier Supplier Supplier Source
Arrainged - 2 Site Site Site Agreement
Release Existing
Number number + 1
Release Date Today's
date
Purchase Order Line Defaulting Rules
Line
Standard Planned Blanket Contract Release
Information
Line Type Purchasing Purchasing Purchasing
Options Options Options
Category - 1 Line Type Line Type Line Type
Category - 2 Item Item Item
UOM - 1 Line Type Line Type Line Type
UOM - 2 Item Item Item
Unit Price - Line Type Line Type Line Type
1
Unit Price - 2 List Price List Price List Price
Unit Price - 3 Source Source Source
document document document
specified in specified in specified in
Supplier-Item Supplier-Item Supplier-Item
Attributes Attributes Attributes
window window window
UN Number Item Item Item
Hazard Class Item Item Item
OSP UOM Item Item Item
Type
List Price Item Item Item
Market Price Item Item Item
Price Type PO PO PO
Preferences Preferences Preferences
Allow Price Value = "No" Value = "No"
Override
Promised PO PO PO Source
Date Preferences Preferences Preferences Agreement
(not
changeable)
Need-By PO PO PO Source
Date Preferences Preferences Preferences Agreement
(not
changeable)
Transaction PO PO PO
Nature Preferences Preferences Preferences
Price Break PO
Type Preferences
Purchase Order Shipment Defaulting Rules
Shipment
Standard Planned Blanket Contract Release
Information
Ship-To Financial
Organization - System
1 Options
(blanket
releases only)
Ship-To Org - 2 Financial Financial Agreement Source
System System Header's Agreement (not
Options Options Ship-To changeable)
locations (blanket
organization releases only)
Ship-To Org - 3 PO PO Agreement PO
Preferences - Preferences - Header's Preferences -
Validated Validated Ship-To Validated
against item against item locations against item
organization (blanket
releases only)
Ship-To PO PO Agreement Source
Location Preferences - Preferences - Header Agreement (not
Validated Validated changeable)
against against
validated validated
organization organization
Promised Lines Lines Lines Lines
Date - 1
Promised Date PO PO PO PO
-2 Preferences Preferences Preferences Preferences
Need-By Date Lines Lines Lines Lines
-1
Need-By Date PO PO PO PO
-2 Preferences Preferences Preferences Preferences
Receipt Close Purchasing Purchasing Purchasing
Tolerance - 1 Options Options Options
Receipt Close - Line Type Line Type Line Type
2
Receipt Close - Item Item Item
3
Invoice Close Purchasing Purchasing Purchasing
Tolerance - 1 Options Options Options
Invoice Close - Item Item Item
2
Invoice Purchasing Purchasing Purchasing
Matching (2, Options Options Options
3, 4 Way) - 1
Invoice Match - Supplier Supplier Supplier
2
Invoice Match - Line Type Line Type Line Type
3
Invoice Match - Item Item Item (Validation
4 (Validation (Validation Org)
Org) Org)
Invoice Match - Item (Ship-To Item (Ship-To Item (Ship-To
5 Org) Org) Org)
Accrue on Else = Receipt Else = Receipt Else = Receipt
Receipt - 1 Required Required Required Value
Value Value
Accrue on Rct - No, if
2 Consigned
Flag is
checked
Accrue on Rct - No, if PO Opt No, if PO Opt No, if PO Opt
3 expense expense expense
accrual is accrual is accrual is
"Period End" "Period End" "Period End"
Accrue on Rct - Yes, if item is Yes, if item is Yes, if item is
4 stockable in stockable in stockable in
ship-to ship-to ship-to
organization organization organization
Accrue on Rct - Yes, if line type Yes, if line type Yes, if line type
5 is OSP is OSP is OSP
Enforce Ship- Receiving Receiving Receiving
To Location - Options Options Options
1
Enforce Ship- Supplier Supplier Supplier
To - 2
Enforce Ship- Item Item Item
To - 3
Allow Receiving Receiving Receiving
Substitute Options Options Options
Receipts - 1
Substitute Rct - Supplier Supplier Supplier
2
Substitute Rct - Item Item Item
3
Receipt Receiving Receiving Receiving
Routing - 1 Options Options Options
Receipt Supplier Supplier Supplier
Routing - 2
Receipt Item Item Item
Routing - 3
Quantity Receiving Receiving Receiving
Received Options Options Options
Tolerance - 1
Qty Received - Supplier Supplier Supplier
2
Qty Received - Item Item Item
3
Quantity Receiving Receiving Receiving
Received Options Options Options
Exception - 1
Rcvd Supplier Supplier Supplier
Exception - 2
Rcvd Item Item Item
Exception - 3
Days Early Receiving Receiving Receiving
Receipt Options Options Options
Allowed - 1
Days Early Rct Supplier Supplier Supplier
-2
Days Early Rct Item Item Item
-3
Days Late Receiving Receiving Receiving
Receipt Options Options Options
Allowed - 1
Days Late Rct - Supplier Supplier Supplier
2
Days Late Rct - Item Item Item
3
Last Accept Promised Date Promised Date Promised Date
Date + Days Late + Days Late + Days Late
Receipt Receipt Receipt
Allowed Allowed Allowed
Receipt Date Receiving Receiving Receiving
Exception - 1 Options Options Options
Receipt Dte Supplier Supplier Supplier
Exc - 2
Receipt Dte Item Item Item
Exc - 3
Shipment Source
Price Agreement (not
changeable)
Country of Supplier Site Supplier Site Supplier Site
Origin - 1
Cntry of Origin Approved Approved Approved
-2 Supplier List Supplier List Supplier List
(blanket
releases only)
Consigned Approved
Flag Supplier List
Purchase Order Distribution Defaulting Rules
Distribution
Standard Planned Blanket Contract Release
Information
Destination If line type is If line type is If line type is
Type - 1 OSP = "Shop OSP = "Shop OSP = "Shop
Floor" Floor" Floor"
Destination If item stockable If item stockable If item stockable
Type - 2 in ship-to org. = in ship-to org. = in ship-to org. =
"Inventory" "Inventory" "Inventory"
Destination If item stockable If item stockable If item stockable
Type - 3 in ship-to org, in ship-to org, in ship-to org,
and purchasable and purchasable and purchasable
and Accrue on and Accrue on and Accrue on
Receipt is No Receipt is No Receipt is No
="Expense" ="Expense" ="Expense"
Destination If item is NOT If item is NOT If item is NOT
Type - 4 stockable = stockable = stockable =
"Expense" "Expense" "Expense"
Requestor PO Preferences PO Preferences
Deliver-To PO Preferences PO Preferences Requestor's
Location - 1 if valid for ship-to if valid for ship-to location
org and item org and item
Deliver-To Requestor's Requestor's Requestor's
Loc - 2 location location location
Project PO Preferences PO Preferences PO Preferences
Details
Rate Date PO Header PO Header Source
 Agreement (not
changeable)
GL Date PO Preferences PO Preferences Today's date if in
valid period; else
null
Accounts Account Account Account
Generator Generator Generator
Recovery Tax Code Tax Code Tax Code
Rate
Requisition PO Preferences PO Preferences
Information -
1
Requisition Source Source Source
Information - Requisition Requisition Requisition
2 (Online) (Online) (Online)