Purchase Organization
A purchase organization is the part of a company that buys and answers for its purchases: it is on every purchase order and vendor invoice. It names the journals its invoices are saved on and the sites it receives at.
What it is for
Purchase organizations are kept per company, and blocked ones drop out of the pick lists.
The two journal fields are read when vendor invoices and memos are generated automatically from goods receipts. When the payables setting names its own auto-invoice journal, that journal is used and these fields are not. Otherwise the receipt lines are grouped by their purchase order’s purchase organization, and one invoice per organization is saved on its Invoice Journal, parked, provided that journal allows several purchase orders on one invoice.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Purchase Organization | The code that identifies the purchase organization. You type it on New, before Create. | Required. A short code; it cannot be changed once the record exists. |
| Name | The name of the purchase organization, shown next to the code wherever it is picked. | Required. |
| Purchase Responsible | The person who answers for this organization, from Responsible. | Optional. Pick from the Responsible list. |
| Sales Organization | The sales organization that pairs with this purchase organization. | Optional. Pick from the Sales Organization list. |
| Invoice Journal | The journal vendor invoices of this organization are saved on when generated automatically. | Pick a vendor invoice journal. |
| Invoice Memo Journal | The journal vendor invoice memos of this organization are saved on when generated automatically. | Pick a journal. |
| Block | Stops the purchase organization from being used. | Tick to block. A blocked record drops out of the pick lists other screens use. |
Site
Site tab. Each line names a site the organization works from. When the grid has lines, exactly one must be ticked Default: that default site is the one the system uses when it raises an inter-company order for this organization.
| Column | What it means | What to put |
|---|---|---|
| Site | A site the organization receives at. | Optional. Pick from the Site list. |
| Name | Its name; fills itself. | Optional. |
| Default | The default site. Exactly one when there are lines. | Optional. |
| Line Text | A note. | Optional. |
How to configure it
The screen allows import, so a long list can be loaded from a file instead of typed. Which fields are required, greyed, hidden or pre-filled for a company is set on Organizational Structure Setting, in its Default Parameters grid, and one user can differ through User Parameter Value.
What it is connected to
- Inter Unit Purchase Organization - what an inter-company purchase from this organization becomes in sales.
- Purchase groups are kept in Purchasing.
- Picked on these company setup screens: Inter Unit Purchase Organization, Inter Unit Sales Organization, Sales Organization.
- Picked on Merchant in CRM and expenses.
- Picked on Release Vendor In Legal Entity, Vendor In Legal Entity, Vendor Invoice, Vendor Invoice Memo in Payables.
- Picked on Item In Legal Entity, Release Item In Legal Entity in Products and manufacturing.
- Picked on Purchase Group, Purchase Journal, Purchase Order, Purchase Order Closure, Purchase Quotation, Purchase Requisition in Purchasing.
- Set up a new company - purchase organizations are set up before the first purchase document.
- Procure to pay - the purchase process that uses this organization.
If something looks wrong
- “Site - atleast one site can be marked default” The Site tab has lines but none is ticked Default.
- “Site - only one site can be marked default” More than one site is ticked Default.