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Summary

Learn how to capture Additional Costs on a Procurement Purchase Order – Method & Scenario 1, in Sage 200 Evolution.

Description

This article explains how to capture Additional Costs on a Procurement Purchase Order.

A significant duration (e.g. weeks) may exist between the first and last agents’ steps in the workflow, making the relevant additional costs at the time of the first agent’s workflow step, redundant when the final step is reached.

Also, you may notice that any agent in the Purchase Order authorisation workflow other than the first agent in the workflow, is not able to properly add Additional Costs on the main PO’s transaction lines.

Please also refer to another article that discusses how to capture Additional Costs but using a different scenario and method, called Capturing Additional Costs on a Procurement Purchase Order – Method & Scenario 2 

Resolution

Apply the steps in the scenario below to achieve the above outcome.  

A. Phase 1: Setup

1. In this instance there are 2 steps in the Workflow as can be seen below.

Please note: We only make use of these 2 steps for the sake of simplicity of explaining the solution. The same principles discussed below should still apply in any company regardless the number of workflow steps.

 2. The REQUEST step has been setup as below.

3. The APPROVAL step has been setup as below.

4. On the Agent Administration screen for agent John | Purchase Order tab, notice the setup for agent John (part of Step: REQUEST in the workflow above).

5. On the Agent Administration screen for agent Mark | Purchase Order tab, notice the setup for agent Mark (part of Step: APPROVAL in the workflow above).

B. Phase 2: Processing

1. Agent John logs into the company.

2. John opens a new Purchase Order and captures all fields/lines. When done he clicks the Request Approval button.

 3. Agent John now goes to the My Desktop | My Authorizations node, finds and opens the PO approval record waiting for him.

4. In the opened incident he clicks the New Action button.

5. Click the View Purchase Order button.

6. John views and then closes the Purchase Order (PO).

7. On this screen he captures the phrase in the body of the incident below and then clicks the Approve button.

8. Agent Mark logs onto the company.

This agent may open the PO a substantial amount of time after agent John started the PO. For example, it is a month or two later and the Additional Costs may have increased in the interim.

This explains why agent John could/should not have entered any Additional Costs when he initially created/request approval in steps 2 or 6 above.

9. Agent Mark goes to My Authorizations and opens the record waiting for him.

10. Mark clicks the New Action button.

11. Mark clicks the View Purchase Order button.

12. Agent Mark now inspects and evaluates the opened PO to confirm that he is satisfied with all the values e.g. transaction lines, selected Supplier, etc.

13. Mark closes the PO when done.

14. Back on the same screen as in step 11 above, Mark enters the phrase below and then clicks the Reject button.

‘This PO is approved in principle

   To Agent John: Please capture the current Additional Cost on the PO0002 and return it back to me’

15. Repeat steps 3 – 5 above (for agent John).

16. In the opened PO, John clicks on the Importation Split option and then clicks the Split Allocation button.

 17. He captures the relevant additional cost values as below and then clicks the OK button. Notice at this stage the negative Difference value.

18. On the main Purchase Order transaction screen John enters the various additional cost values per transaction line.

19. John goes back to the Importation Split screen and confirms that all costs have now been allocated. Notice the Difference below is now zero as expected.  

20. ack on the main transaction screen it may also be required to simply recapture the Price column’s values in all transaction lines. It may in some cases be required as Evolution may ‘lose’ these values.

21. Still on the main GRV screen click the Request Approval button.

22. View the printed PO and all should look fine as expected, especially the Importation Split section below.

23. Back on this screen agent John captures the phrase below and then clicks the Approve button.

24. Agent Mark logs on, finds and opens the PO authorization record below.

25. Mark clicks the New Action button.

 26. Mark clicks the View Purchase Order button.

27. Mark opens the Additional Cost screen, inspects its contents and confirms that the information is correct.

28. In this case Agent Mark has not changed anything on the PO but still needs to click the Save button.

29. Mark can now accept or deny to print the PO for his own record keeping.

 30. If printed, everything should still be fine as can be seen below.  

31. On the screen below Mark captures the phrase as shown and then clicks the Approve button.

32. Any agent can now find and open the Purchase Order. It now has a status of Unprocessed (no longer Pending),

and the PO can now be processed.

CONCLUSION:

Applying the above steps is the only way to ensure that the Additional Costs can be entered if timing (a significant amount of time lapsing between the first agent and the final agent in the workflow) is a factor to be considered.

Alternatively, you can also consider another article called Capturing Additional Costs on a Procurement Purchase Order – Method & Scenario 2 

Else, the first agent can also simply capture the correct Additional Costs from the beginning if the PO will be approved the same day  (or within a short period when the Additional Costs will still be relevant and accurate).

 Finally, also note:

As per strict Procurement design principles: Only the first agent in the workflow really has any ‘authority’ to edit the PO, including adding/editing the Additional Costs.

This principle clearly ensures the integrity of the Procurement procedure in any company.

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