PO Confirmations and Auditing

I would like to hear how other organizations are recording PO confirmations within Lawson and if you are putting confirmations in Lawson how are you auditing those for expediting and follow-up?

We are currently putting confirmations in the Comments to Print on Purchase Order option for the PO after we get them and are thinking about using an SSIS package to query comments and send a daily e-mail to buyers showing which PO's don't have a confirmation recorded from the day before. Not sure this is the best way...now we do have GHX, but of course that only accounts for EDI orders. We don't have a lot of MetaTrade, but then again the vendor has to manually confirm those which doesn't always happen. Either way Lawson doesn't pull the confirmation number from the 855 and put it on the PO anywhere. The only way that I am aware of for knowing a PO has been acknowledge in Lawson is by looking at PO66.1 PO Revision History. Thanks in advance for your responses.

[Updated on 11/5/2014 10:07 AM]

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Comments

unknown

We use a PF to parse our EDI file from GHX and pull 855 data. That info is then put into USERFIELD 2 in the PO header. Each time the job runs, an email is sent to our purchasing group so they can double check the info. Other ways, we have a COGNOS report that runs every night checking against that USER Field 2 = "" and the buyers work that report each day. It is a simply audit process because we can track average PO confirmation turnover based on the day before #, the next day#, and the volume of POs.

Stace Webley

Sounds like that is working for you guys. Aside from the PF the approach is using an open user field and an outside reporting system for auditing. Doesn't sound like there is a Lawson approach. However, I like that the PF automates adding the confirmation number to the PO rather than doing that manually by using the 855.

unknown

There are canned PF called that show up in the form help of PO122:
A ProcessFlow service, "EDIPOAckNotify", is available that will e-mail buyers when their purchase orders are acknowledged. Enabling the ProcessFlow service will also create an individual copy of the PO Acknowledge Report for each buyer, which contains only their purchase orders.
Another ProcessFlow service, "TransmittedPOAck", is available that notifies buyers that items requested on a purchase order were successfully ordered and others were not, with messages on items that were not.

But as far as I know there's nothing that mass updates PO20 from Lawson.

Stace Webley

Good one, KatVila. I forgot about reading those in the help txt of PO122.

jreese

Kat,
Besides setting up and enabling the two services, are there additional steps required to activate the two canned PFlows?

unknown

We don't use them, so I'm not sure.

I just remembered seeing them - like everyone on this thread, we're interested in updating PO20 not notifying the buyer. We were already on GHX and the buyers can see everything the PF sounds like it offers.

0712131256598360.doc

jon-athey

Our clerk also manually adds the confirmation number to the Comments to Print on Purchase Order option. But we don't audit whether POs have confirmations. She runs a Crystal report from LBI that lists all PO lines not fully received that are 10 days or more late and works that report daily.

I've played around with the PF flows for PO122. Since one clerk handles all our confirmations I was trying to modify the flow so everything went to her. Since she can just grab the output from the printer just as easily to get the confirmation numbers I dropped it.

If you use Crystal you can pull comments into a report using the tables PURCHORDER, L_HPCR, and L_DPCR (linking on L_INDEX). L_HPCR holds the comment title in the R_NAME field and L_DPCR holds the comment text in the OBJECT field. You have to expand the size of the OBJECT field in the report quite a bit to see all the text. If you just put the confirmation number in the comment title like we do then you only need to pull R_NAME from L_HPCR.

unknown

Jon,
Do you also know how to pull the Comment fields in RQC? I particularly want to pull the comment field that sits under the 30 character description field for specials on RQC (we use the Explicit option on RQC). I can find the L_HRQH table, but that is only linking to the header. I want to get the comment for the line. Any ideas which one I should be pulling?
Vicky
vkovacs@choc.org

unknown

The comment field you are speaking of is Comment to Print on Purchase Order - but it's POLINE not header. I do not know the specific tables, sorry.

jon-athey

I misspoke a little. I was looking at the data in the L_DPCR OBJECT field and noticed that the information there was actually a continuation of the comment. The first part of the comment was in the L_HPCR OBJECT field.

For RQC and RQ10 line comments use the tables REQLINE, L_HRLN and L_DRLN. The comment detail will be in the L_HRLN OBJECT field. To see where the comments live look at the L_HRLN R_NAME field:

CommentsP = Comments to print on Purchase Orders
CommentsR = Comments to print on Receivers
CommentsD = Comments to print on Delivery Tickets

unknown

Thanks Jon and Kat. Both of you are always so helpful.

Stace Webley

Thank you, everyone for your feedback!

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