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How do I set up purchasing for a company?

Fill Procurement and Sourcing Setting first, then the lists the documents pick from: purchase groups, order journals, reasons, procurement areas and categories, and, if you run enquiries, the quotation types. Vendors, items, sites and accounts come from other areas.

Screen
Purchasing › Settings, General, Quotation, Purchase Group
Who
The implementation consultant
Takes effect
The next time a purchase screen is opened
Needs first
The company and its purchase organizations (Purchase Organization), vendors (Vendor In Legal Entity), items (Item), sites and warehouses (Site, Warehouse)

Before you start​

  • The company's posting profile gives a purchase account for vendors and items, or every order line must be given an account by hand.
  • Decide on the company whether Purchase Organization, Purchase Team and Purchaser are required. Leave Required Purchase Team and Required Purchaser off: the requisition has no field for them and cannot be saved when they are on.

Steps​

  1. Open Procurement and Sourcing Setting (Purchasing › Settings). Tick the columns your buyers need, set the backdate limit and the average price period, save.
  2. Open Purchase Group. One group per buying team, each with its organizations and buyers, one default of each.
  3. Open Order Journal. One journal per kind of order, for example local and import.
  4. Open Purchase Reason, Procurement Area and Procurement Category if you record reasons or buy services by category.
  5. Check Purchase Origin has a line for every copy button your buyers will press.
  6. For enquiries, fill Quotation Document, Quotation Question, Quotation Scoring Method, then Quotation Type.
  7. For imports, fill Activity with the shipment milestones.
  8. For the vendor portal, fill Vendor Portal Setting.

Check it worked​

  • Create a Purchase Order for a vendor and an item, save it, and open it again: the columns you ticked show, and the line has its account.

If something looks wrong​

  • A copy button says "You don't have rights". Add its line on Purchase Origin.
  • "Purchase Team Cannot be Empty" on a requisition. Untick Required Purchase Team on the company.