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: o OSP Outside Processing o PO Opt Purchasing Options Purchase Order Header Defaulting Rules Header Information Standard Planned Blanket Contract Release Value = "Blanket" User name (must be buyer) Primary Ledger User name (must be buyer) Primary Ledger User name (must be buyer) Primary Ledger User name (must be buyer) Source Agreement (not changeabl

Purchase Order Value = Type "Standard" Buyer User name (must be buyer) Primary Ledger

Currency - 1

e) Currency - 2 Currency - 3 Supplier Supplier Supplier Site Supplier Supplier Site Supplier Supplier Site Supplier Supplier Site Source Agreement (not changeabl e) From supplier if only 1 Purchasing " site exists From supplier if only 1 Purchasing " site exists From supplier if only 1 Purchasing " site exists From supplier if only 1 Purchasing " site exists Source Agreement (not changeabl e)

Supplier Site

Supplier Contact

From site if From site if From site if From site if only 1 only 1 only 1 only 1 contact contact contact contact exists exists exists exists Value = No" Financials Options Value = No" Financials Options Value = No" Financials Options Value = No" Financials Options Source Agreement (not changeabl e)

Confirm Order Ship To Location - 1

Ship To - 2 Ship To - 3 Bill To Location - 1

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options Source Agreement (not changeabl e)

Bill To - 2 Bill To - 3 Payment Terms - 1

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options Source Agreement (not changeabl e)

Pay Terms- 2 Pay Terms- 3

Supplier Supplier

Supplier Supplier

Supplier Supplier

Supplier Supplier

Site Freight Terms - 1 Financials Options

Site Financials Options

Site Financials Options

Site Financials Options Source Agreement (not changeabl e)

Frt Terms - 2 Frt Terms - 3 Ship Via - 1

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options Source Agreement (not changeabl e)

Ship Via - 2 Ship Via - 3 FOB - 1

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options

Supplier Supplier Site Financials Options Source Agreement (not changeabl e)

FOB - 2 FOB - 3 Rate Type

Supplier Supplier Site Purchasing Options

Supplier Supplier Site Purchasing Options

Supplier Supplier Site Purchasing Options

Supplier Supplier Site Purchasing Options Source Agreement (not changeabl e) Source Agreement (not changeabl e) Source Agreement (not changeabl e)

Effective Date

Expiration Date

Minimum Release Amount Notification

Purchasing Options Terms and

Purchasing Options Terms and Terms and

Control Expiration Date Acceptance Required Value = None"

conditions expiration date Value = None"

conditions expiration date Value = None" Source Agreement Supplier Site

conditions expiration date Value = None" Source Agreement Supplier Site Value = None" Source Agreement Source Agreement Existing number + 1 Today's date

Transportatio Source n Arrainged - Agreement 1 Transportation Arrainged - 2 Release Number Release Date Supplier Site

Purchase Order Line Defaulting Rules Line Information Standard Line Type Purchasing Options Planned Purchasing Options Line Type Item Line Type Item Line Type List Price Source document specified in Supplier-Item Attributes window Item Item Item Item Item PO Blanket Purchasing Options Line Type Item Line Type Item Line Type List Price Source document specified in Supplier-Item Attributes window Item Item Item Item Item PO Contract Release

Category - 1 Line Type Category - 2 UOM - 1 UOM - 2 Unit Price 1 Unit Price - 2 Unit Price - 3 Item Line Type Item Line Type List Price Source document specified in Supplier-Item Attributes window Item Item Item Item Item PO

UN Number Hazard Class OSP UOM Type List Price Market Price Price Type

Preferences Allow Price Override Promised Date PO Preferences

Preferences Value = No" PO Preferences

Preferences Value = No" PO Preferences Source Agreement (not changeable) Source Agreement (not changeable)

Need-By Date PO Preferences

PO Preferences

PO Preferences

Transaction Nature Price Break Type

PO Preferences

PO Preferences

PO Preferences PO Preferences

Purchase Order Shipment Defaulting Rules Shipment Information Ship-To Organization -1 Standard Planned Blanket Contract Release Financial System Options (blanket releases only) Financial System Options Agreement Header's Ship-To locations organization Agreement Header's Ship-To locations organization Source Agreement (not changeable) (blanket releases only) PO Preferences Validated against item (blanket releases only) Source Agreement (not changeable)

Ship-To Org - 2 Financial System Options

Ship-To Org - 3 PO Preferences Validated against item

PO Preferences Validated against item

Ship-To Location

PO Preferences Validated against validated organization Lines PO

PO Agreement Preferences - Header Validated against validated organization Lines PO Lines PO

Promised Date - 1 Promised Date

Lines PO

-2 Need-By Date - 1

Preferences Lines

Preferences Lines PO Preferences Purchasing Options Line Type Item Purchasing Options Item Purchasing Options Supplier Line Type Item (Validation Org) Item (ShipTo Org) Else = Receipt Required Value

Preferences Lines PO Preferences

Preferences Lines PO Preferences Purchasing Options Line Type Item Purchasing Options Item Purchasing Options Supplier Line Type Item (Validation Org) Item (Ship-To Org) Else = Receipt Required Value

Need-By Date - PO 2 Preferences Receipt Close Purchasing Tolerance - 1 Options Receipt Close - Line Type 2 Receipt Close - Item 3 Invoice Close Purchasing Tolerance - 1 Options Invoice Close - Item 2 Invoice Matching (2, 3, 4 Way) - 1 Purchasing Options

Invoice Match - Supplier 2 Invoice Match - Line Type 3 Invoice Match - Item 4 (Validation Org) Invoice Match - Item (Ship5 To Org) Accrue on Receipt - 1 Else = Receipt Required Value

Accrue on Rct - No, if 2 Consigned Flag is checked Accrue on Rct - No, if PO Opt 3 expense accrual is Period End" Accrue on Rct - Yes, if item is 4 stockable in ship-to organization No, if PO Opt expense accrual is Period End" Yes, if item is stockable in ship-to organization No, if PO Opt expense accrual is Period End" Yes, if item is stockable in ship-to organization

Accrue on Rct - Yes, if line 5 type is OSP Enforce Ship- Receiving To Location - Options 1 Enforce ShipTo - 2 Enforce ShipTo - 3 Allow Substitute Receipts - 1 Supplier Item Receiving Options

Yes, if line type is OSP Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item

Yes, if line type is OSP Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item Receiving Options Supplier Item

Substitute Rct - Supplier 2 Substitute Rct - Item 3 Receipt Routing - 1 Receipt Routing - 2 Receipt Routing - 3 Quantity Received Tolerance - 1 Qty Received 2 Qty Received 3 Receiving Options Supplier Item Receiving Options Supplier Item

Quantity Receiving Received Options Exception - 1 Rcvd Exception Supplier -2 Rcvd Exception Item -3 Days Early Receipt Allowed - 1 Days Early Rct -2 Days Early Rct Receiving Options Supplier Item

-3 Days Late Receipt Allowed - 1 Receiving Options Receiving Options Supplier Item Promised Date + Days Late Receipt Allowed Receiving Options Supplier Item Receiving Options Supplier Item Promised Date + Days Late Receipt Allowed Receiving Options Supplier Item Source Agreement (not changeable) Supplier Site Approved Supplier List Supplier Site Approved Supplier List Supplier Site Approved Supplier List (blanket releases only)

Days Late Rct - Supplier 2 Days Late Rct - Item 3 Last Accept Date Promised Date + Days Late Receipt Allowed

Receipt Date Receiving Exception - 1 Options Receipt Dte Exc - 2 Receipt Dte Exc - 3 Shipment Price Supplier Item

Country of Origin - 1 Cntry of Origin -2

Consigned Flag Approved Supplier List Purchase Order Distribution Defaulting Rules Distribution Information Standard Destination Type - 1 Destination Type - 2 If line type is OSP = Shop Floor" If item stockable in ship-to org. = Inventory" If item stockable in ship-to org, Planned If line type is OSP = Shop Floor" If item stockable in ship-to org. = Inventory" If item stockable in ship-to org, Blanket Contract Release If line type is OSP = Shop Floor" If item stockable in ship-to org. = Inventory" If item stockable in ship-to org, and

Destination Type - 3

and purchasable and Accrue on Receipt is No =Expense" Destination Type - 4 Requestor Deliver-To Location - 1 If item is NOT stockable = Expense"

and purchasable and Accrue on Receipt is No =Expense" If item is NOT stockable = Expense"

purchasable and Accrue on Receipt is No =Expense" If item is NOT stockable = Expense"

PO Preferences PO Preferences PO Preferences PO Preferences if valid for ship- if valid for shipto org and item to org and item Requestor's location Requestor's location Requestor's location PO Preferences Source Agreement (not changeable) Today's date if in valid period; else null Account Generator Tax Code

Deliver-To Loc Requestor's -2 location Project Details Rate Date

PO Preferences PO Preferences PO Header PO Header

GL Date

PO Preferences PO Preferences

Accounts Recovery Rate

Account Generator Tax Code

Account Generator Tax Code

Requisition PO Preferences PO Preferences Information -1 Requisition Information 2 Source Requisition (Online) Source Requisition (Online) Source Requisition (Online)