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Page 1 of 4 Purchase Type Setup (PTS) allow you to define different types of purchase transactions used in your system. For example, you can define how a purchase order is processed, the stages it passes through, and the document formats it uses.
Note: You must define Purchase Types for your Business Unit before you can enter purchase transactions.
There are some fixed rules regarding the order in which purchasing stages can be carried out, as follows:
- Goods Receipt Notes and invoices cannot be processed before all mandatory order stages have been processed.
- If the order entry stage is not present, the invoice entry stage must be mandatory and GRN's cannot be processed before invoice entry.
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Examples of different Purchase Types are: - Purchase Order with or without predefined preset information.
- Purchase Invoice with or without predefined preset information.
- Purchase Order for Inventory items.
- Purchase Order for office supplies.
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To define the types of purchase transaction in your system use Purchase Type Setup (PTS), which contains the following:
- Header
- General
- Costing
- Returns
- Accounts
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The header section contains such information as Purchase Transaction Type that identifys code for the Purchase Type, Short Heading , Description etc. General Tab
Pricing Date Source
Date to be used to determine which Price Book is applied, if these have been set up. Options are:
- Entry Date - the date the order line was entered.
- Own Due Date - the date when you expect the order to be delivered.
- Own Latest Due Date - the date when you expect the order to be delivered which may have been updated from the original date.
- Supplier Due Date - the date when the supplier expects to deliver the order.
- Supplier Latest Due Date - the date when the supplier expects to deliver the order which may have been updated from the original date.
- Posting Date - the order or invoice date entered by the user.
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Default Currency Code
Currency to be used as the default. This must already have been set up using Currency Codes Setup (CN). The currency can alternatively be taken from the Supplier record, from analysis via the settings on the Purchase Business Setup, or entered at run-time. See Which Currency Code is Used in Order Fulfilment? for more information.
Account Required
Purchasing stage by which an account code must be entered.
Asset Required By
Purchasing stage by which an asset code must be entered.
Item Characteristic Reqd By
Purchasing stage by which the values of any defined item characteristics must be entered.
Budget Update Basis
Specifies how budgets are updated. Options are: - Update Line by Line - budgets are updated after each line is entered.
- Update Order by Order - budgets are updated after each whole order is entered.
- Not Set - budget checking is not in use.
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Expenditure Stage
Specifies the stage at which expenditure checking is performed. Options are: Invoice Entry, Invoice Matching, Invoice Confirmation, and Not Set. During purchase order processing, the system looks at the Purchase Type first to see if this stage is set, if not then the stage set on the Purchase Business Setup is used.
Confirm Service
If this box is checked an order line for a service item is prevented from being processed beyond the order confirmation stage until the user confirms that the services have been received. This is the equivalent of goods receiving for service items.
Allow Generate / Adv Generate
Check this box to allow the Purchase Return Note functionality of Generate and Advanced Generate for the purchase type. The actions are always available for purchase debit notes including purchase return notes. See The Purchase Return Form for more information.
Match Invoice By
When matching purchase order lines to purchase invoice lines, this field indicates how the lines are to be compared and an exact match determined. It only applies if Invoice Matching is a stage on the Purchase Type Setup.
If matching by quantity, then the quantities on the order line(s) are compared to the quantities on the invoice line(s). If they differ you are asked what you want the system to do with the greater quantity. The same principle applies for values. The value label to be used when matching by values is defined on the Purchase Type Values Setup form in the Match Value field. See Information About Purchase Invoice Matching for more information.
Reason Code
When matching purchase order lines to purchase invoice lines, this field holds the default reason code to be used when cancelling quantities. It only applies if Invoice Matching is a stage on the Purchase Type Setup.
If the outstanding order quantity and the outstanding invoice quantity are equal then each line is closed automatically. If one quantity is greater than the other, you are asked if the greater line is to be closed. If you reply that a line is to be closed, that transaction is closed. If an order is closed, then the cancel quantity functionality is used to cancel off the remaining quantity. For example, an order for a quantity of 200 is matched to invoices totalling 199, and you reply that no further invoices are expected, then the system uses the cancel quantity functionality to close the order of the remaining quantity of 1. A reason code is required to indicate why the line is being closed. This reason code acts as a default and allows the system to automatically cancel excess quantities on the purchase order. See the section Information About Purchase Invoice Matching for more information.
The following fields control if Purchase Orders or Purchase Return Notes can be entered manually for this Purchase Type for transactions of goods, services or charges. That is, if they are ticked manual entry is prohibited for that type: - Prohibit Goods Manual Entry
- Prohibit Services Manual Entry
- Prohibit Charges Manual Entry
- Prohibit Non-Item Code Entry
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Sun Documentation 
