Using PO Codes on PO20

Would like to know if you are using PO Codes on PO20, what type of classifications you are using them for, pros and cons, impact on issuing PO's and sending/receiving EDI transactions. We are having an internal struggle on those who want to continue using them and those who would like them deep sixed.

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Legacy Contributor

We only use them in our training environment so we can all practice receiving on the same purchase order number. The po code is the training id assigned to the trainee.

jreese

We use them quite extensively here. Some of our classifications are for Blanket POs, Bill Only, Capital Equipment, OR POs, Project Construction, Service and Standing POs. We continue to convert more of our vendors to EDI and I haven't seen any issues with sending or receiving. We also have our Invoice processing automated through an imaging system and haven't had any issues there either.

Legacy Contributor

Did you have to do any special setup in the EDI substitution tables or other areas of EDI? How about the fax integrator? Out purchasing staff states that these values do no go out on a faxed PO?

Legacy Contributor

We currently do not use PO codes. I support the Financial Suite (S3) for Lawson, including matching, and thought PO Codes would be good for Service PO's and maybe more. I thought it might help AP.

Would someone be willing to share what they are doing and how adding PO codes would impact the current process, i.e. receiving, matching, etc...?

prattja@wvuhs.com

Legacy Contributor

Jason - we have been using PO codes for many years, our original use being to designate the Service PO's that did not have to be received. We have since expanded to designated captial PO's (for asset tagging purposes) and other areas where special processing needs to be done prior to the invoice getting to AP. However, we have new staff in PO and AP who are wanting not to use them as they see not benefit, but the end users who need them (the receivers) want to keep them. So you will have to do a good sales job to get them to accept usage. I too started on the financial suite and saw the benefit, but now support materials and I am stuck between the two sides.

jreese

I don't believe we had to do any modifications to the EDI substitution tables. We also don't use the fax integrator here. Because we needed to be able to fax PO's and Invoices we chose to use RightFax rather than fax integrator. I am not sure how much using the POCodes helps Finance. The drivers behind using them here is our Procurement area.

jon-athey

As long at the vendor passes the code on the packing slip and invoice we have no issues with receiving or invoice processing. If they don't the staff has been here long enough to know to add the code if the get an error saying the PO doesn't exist for the company. Our capital POs also have a number range in the 4 digits while standard and invoice approval POs are 6 digits. So the staff recognizes the need for the CAP code if the vendor doesn't pass it along. Nothing special had to be done with ED40 or the fax integrator. But since the codes we use are for POs that require special handling (capital or invoice approval) these POs are not usually sent via EDI. Faxed, possibly yes but they send just like a standard PO. The code is sent on a fax PO using the fax integrator. Perhaps if you've done some customization or are using another fax solution it may not.

[Updated on 5/6/2013 12:02 PM]

jreese

We took a similar approach with our PO Numbering to help identify if the PO should have a PO Code or not if the vendor failed to add it to the invoice. All of our PO numbers are 8 digits with the first being the company number and the second digit designating the POCode value that should be attached to the PO.

Legacy Contributor

We currently utilize the below PO codes to segregate PO Types as well as receivable vs. non-receivable items, and delivery instructions. We are currently in the process of reviewing these to see if the need is still warranted as we move forward with Process Automation. Some PO codes are defaulted from the IC02, PO25, RQ01 or PO01 tables.

There has been no need for additional ED Substitution tables. Our Purchase orders are submitted with the PO Code, and we don't typically have issues with invoicing except for standing orders involving a release number.

BLKS-BLANKETS
CAP-CAPITAL
CAPD-CAPITAL DROP SHIP
CAPS-CAPITAL PROGRESSIVE BILLING
DS-DROP SHIP
DSO-DROP SHIP OVERNIGHT & 2ND DAY
DSR-DROP SHIP RECEIVING
DSRO-DROP SHIP RECEIVING OVERNIGHT & 2ND DAY
EIR-EQUIPMENT INSTRUMENT REPAIR
EIRL-EQUIPMENT INSTRUMENT REPAIR/LOANER
GEN-GENERAL
GENO-GENERAL OVERNIGHT & 2ND DAY
INV-INVENTORY
MULT-MULTIPLE COMPANY
PCR-PCARD WITH RECEIVIVG (non Lawson PCard process)
REQ-ONLINE REQUISITIONS, Handhelds & RQ10 entry by users
STD-STANDING ORDERS
SVC-SERVICE

Stephanie M. Kowal
Supply Chain System Administrator
Baystate Health

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Legacy Contributor

We use PO Codes for Capitals, Construction, Construction Services, Service Contracts, Hurricane Consignment, HERSA Grants and R&M services.

We use GHX to transmit EDI and have not had issues getting the PO Code to come back, but we also have the PO Number ranges assigned to allow AP to "just know" which code to use.

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