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Procurement and Sourcing Parameters


Parameter settings are core settings that control the fundamental operations within a module. Some parameters are configured on deployment of an environment, others require manual configuration dependent upon business requirements and others exist with no requirement to be anything other than blank.

Printing Item Prices on External Documentation

A business can define their preference in whether to print item prices on external documentation or not. External documentation relates to items such as the purchase order confirmation that is shared with a supplier. Review the two options below and determine your preference. Once a preference is made, it will be applied to all purchase order confirmations generated.

Option One

The document will show only Line #, Item #, Description, Delivery, Quantity, Units.

Purchase Order Confirmation without Item price

Option Two

The document will show the additional information that includes standard fields AND unit price, discount amount, discount %, amount, currency, sales subtotal, total discount, charges, VAT, round-off and Total.

Purchase Order document with additional details
Purchase Order Delivery Dates

A businesses operational hours are independent and unique to a specific organisation. This means that when purchase orders can be raised and receives differs per organisation’s working time calendar. A working time calendar defines which days of the week a business is operational and between which hours.

Delivery dates for purchase orders are often calculated by considering the supplier lead time plus any days where your business is not working.

Example: A businesses working time is defined as Monday to Friday, 6am to 6pm. Saturday’s and Sunday’s are closed. A business places a purchase order on Monday 1st September. The suppliers lead time is 10 days. The business calculates purchase order delivery dates based on supplier lead times and internal working days. Therefore the delivery date would be September 8th plus 10 without counting weekends.

Alternatively a business may adopt a unique formula to calculate delivery dates.

Over and Under Delivery

A business can determine whether or not they accept over and under deliveries of quantities on a purchase order line. Tolerances can be defined within the Purchase Ledger module. Alternatively, any deliveries with over or under delivered quantities can be refused. Defining acceptance to accept over or under deliveries would apply to all suppliers.

Changing Purchase Orders Post Invoicing

Purchase orders proceed through several statuses that indicate the progress of the order. The statuses are;

  • Open order – Orders have been created, and quantities are on order.
  • Received – Some of the quantities have been received, but they haven’t been invoiced yet.
  • Invoiced – The full quantity on the order has been invoiced. Note: If an order has been partially invoiced, neither Received status nor Invoiced status is appropriate. Therefore, the order will still have a status of Open order.
  • Cancelled – An order was confirmed but later cancelled. Therefore, this status indicates that there are no longer any open quantities on order.

After an order is invoiced, changes can be made by an organisation to the purchase order freely, with warning or such changes can be blocked. GYDE365 do not advise allowing changes to invoiced purchase orders. Instead, changes can be referenced in a new purchase order to ensure transactions and financial postings remain correct.

Define whether you will accept changes to invoiced purchase orders freely, with warning or not at all.

Capturing Static Notes on Purchase Orders

Confirming PO Codes enable users to outline numerous codes that include free text. These codes can be selected on purchase orders to pull through the related static text onto purchase documentation.

Often used for categorising unplanned purchases.

As standard, purchase order confirmation documents only include static details regarding the purchase of the items. There is often a requirement to print static text dependent upon a circumstance. For example, including business specific buyer details, or assigning a PO as “Emergency”. Please outline any groups of static text you wish to include on purchase orders. The code will be selected by the order inputter if required, and the necessary text will then pull through to the PO confirmation document that will be exchanged with suppliers.

Example One – A purchase order without a confirming PO code

Example Two – A user can assign a pre-defined code to a purchase order confirmation document prior to printing. The text defined in the confirming PO code will appear as static text at the bottom of the purchase order confirmation document that will be shared with the supplier.