Buyer Performing PO30 Receipt for Bill Only PO's

I am in Purchasing, & our current process for Bill Only's is to manually match the packing slip to the requisition, then change the Drop Ship flag to Y in PO20 so that no receipt is needed. I would be interested to know if anyone allows their Buyers to do a PO30 receipt so that a 3-way match can be obtained.
If you do, does this process work well for you? Can all buyers perform the PO30 or do you have designated personnel for this? Are there any "separation of duties" type issues to consider? Is there a way to limit what types of PO's a Buyer can receive?
We are on Lawson 9.0 & do not have RQC.
Thanks in advance,
Beth

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Comments

jon-athey

All of our buyers can access PO30 and they do receive bill-only POs after they build them. They make a comment on the PO that it's a bill-only and either contact the rep themselves or pass the PO number on to the coordinators in the OR or Cath Lab. It seems to work well. We've been doing it this way for at least 10 years.

It did raise some questions from our auditors but every year we explain the need for this process. Since buyers can't create vendors it really isn't that big of an issue.

I imagine it might be possible to write a security rule that would limit the types of POs a buyer can access in PO30. PO20 in Infor 10 will have a bill only flag, perhaps the rule could use that to limit PO30 access.

Legacy Contributor

We have been using PO code-BO(Bill only) and at the header level, we use drop ship flag as 'Y' AND Drop Ship to Ship to Location Address as'Y' while creation of PO which does not create receipt in PO30.
That will help you to limit access to PO30.

jon-athey

How does that affect invoicing for that bill only PO. Does your AP just direct key the invoice (no matching needed)?

Legacy Contributor

Yes. No matching required in this case.AP just selects handling code-Drop ship which is 2 way match.

jon-athey

That would be easier but it wouldn't fly with our contracts department.

Legacy Contributor

We use Drop ship for bill only but have alot of issues with 810's matching through EDI because of the handling code. Has anyone found a way to deal with this?
MACINVOICE Handling Code MAT
Problem: Handling code for dropship PO must be dropship

Legacy Contributor

We don't get 810 invoices for these PO's.But we use handling code-DROP which is 2 way match.

jon-athey

To map your drop ship handling code on the MA540CSV file check the BIG segment on the 810 to see if the vendor is sending DS in BIG07 for those drop ship POs. If not, contact them to see if they can do this. If they are or can start, add the following substitution table record in ED40.

List Name ..........[tpid]_I_INVOICE_HC
Lawson Value ....[your drop ship handling code]
External Value ....DS (or whatever code the vendor sends for drop ship)

[Updated on 6/4/2015 10:47 AM]

I was looking up standards for BIG07. Apparently DS is the code for Disposition (whatever that means) and DO is the code for Drop Ship. But whatever code the vendor sends for drop ship is what you use for the External Value.

Legacy Contributor

Hello & thanks for responses received to date. I am hoping to hear from a few more folks on the Receipt vs. Drop Ship = Y question in regards to bill only PO's to give this some traction with my managers. If anyone feels they have a solid, time-tested process in place & wouldn't mind me picking their brain, my email is beth.rupp@uchealth.com.
Thanks in advance!
Beth

0911060553270289.pdf

lxiong3

Beth, we use PO Code "BOP" and run PO529 and MA531 to create a 3-way match. This process is almost automated with the exception of Buyers working errors out of MA53. Our Buyers don't have access to PO30. I believe this is support up to 9.01.10, but we're on 9.0.1.12. If there are any questions you can contact me at lxiong3@communitymedical.org.

Legacy Contributor

We do not allow the buyers to have PO30 - there is a smart note that sends bill only POs to the docks to blind receive.

My IT just created a process flow to run the query, add receive all and release. We're hoping to go live August 1st.

We do not use drop ship - per notes from my predecessors, Finance wants the bill onlys to accrue to the month they are entered and not paid.

dechevar

We utilize a requesting location (RQ01) for Bill Only with an Attribute designated . The end user enters the information in RQC and it gets pulled to PO - single req to PO. ProcessFlow looks for any Bill Only location by Attribute and auto receives the PO. Functional Design attached.

Legacy Contributor

djechevarr - thanks so much for the attachment! PF looks like the way to go, but I already have a lot on IT's plate, so I would like to try to find a solution that I can run with that involves IT as little as possible. I'm going to look at PO529/MA531 as a best option, then Addins as a 2nd option. Thanks again.

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