How to configure personal settings for the [Purchasing] module?

There are several personal settings for the purchasing module, they are found in [My Place] → [Preferences] → “PO” tab. The settings page is shown below.

General Settings 

        •     Show Drafts in Order Grid

This setting will filter away any drafts from the order grids, when selecting the “unit name” in the overview listing all orders for a unit. Drafts will however show if the user clicks a cell in the “draft” status column.

Do not show finished/cancelled orders older than 

These settings will reduce the number of finished and cancelled orders retrieved from the database, when selecting the “unit name” listing all orders for the unit in the order grid. It will also limit the amount counted in the “Cancelled” and “Finished” status column. These orders are rarely looked at and removing them from the overview may increase performance, reducing the response time as it will be less data needed to be loaded into the program. The “Quick Find” tool will ignore these settings, so using this tool will allow you to find orders otherwise filtered away, if you need to.  

It is possible to specify how far back you want to see cancelled and finished orders for X number of months or years, only order for this (current) year, or include back to last year’s orders. 

Procurement Refresh Timer 

This setting will allow user to control how often the system will run an automated refresh of the “order overview”. Keep in mind that it might be tempting to set this to the lowest setting, but it can affect performance if the software is configured to constantly run the refresh. Some find the refresh a bit annoying when they are working in the grid, when a refresh of the data is done, what ever is selected at the time will be deselected. To avoid the refresh to run while a selection is made in the order grid, tick the  

Order Grid Performance Setting 

These settings are added to increase performance if users are experience long response times while working in the Order overview.

Over the years the number of columns in the order grids have grown, most users do not use most of them, but the data is still loaded into memory. Turning on this setting only data for columns visible in the grids will be loaded from the database.

If this setting is turned on, and a user add a “hidden” column to the grid, this column will appear empty until a [Refresh] is performed (either manually or automated)

This setting will remove the icons from the order and order line grids

Turning on this setting will add additional order history dates to the order head grid. This setting may affect the order overview performance, as the system will look up each order’s order history to find the dates. The following dates will be added as available columns for the order head grid. Combining this setting with the “Limit order head grid data retrieval” setting may reduce the impact of turning this on, if only a limited number of the below date columns are interesting to add to the grid.

Additional date columns added by this setting:

1. Draft approved date o  Received and read at office date. o  First RFQ sent date. o   Quotation Approved date  o         Supplier selected date o             First request for approval date o       Order confirmed date o          Order first receive date o   Order completely received date  o           Order first pay date o  Order completely paid date. 
2. Cancellation date o  Finished date o             Last Changed Date 

Order reminder settings 

These settings will automatically create limited reminders in the orders the user processes. These reminders are “passive” reminders, which means the order in question will show up in the “Due Reminder” column when the order exceed the specified number of days. 

• Get reminder X days after RFQ sent, if order status is “quotation requested” This will place the order in the “Due reminder” column if the order status is still “Quotation requested” after the specified number of days. 
• Get reminder X days after order sent, if order is not “confirmed by supplier” This will place the order in the “Due reminder” column, if the order status is still “Order not confirmed” after the specified number of days. 
• Get Reminder X days after delivery date if not delivered. 

This will place the order in the “Due reminder” column if the “delivery date” is exceeded with the specified number of days, and the order has not been “received”. Adding a negative number will place the order in the “Due reminder” columns ahead of the “delivery date”

RFQ & Order email CC and BCC 

Users can predefine one or a set of email addresses that should be inserted automatically either in the CC (Carbon Copy) or the BCC (Blind Carbon Copy) field for any RFQ or Order emails sent from the system. To enter multiple emails, be sure to separate them by a comma

(“,”).  

Unit Collection (Personal) 

If a purchaser only has responsibility for a limit number of the units(vessels) in a fleet it will make sense to limit the list of units in the overview to only those units. The purchasers can of course use the “System” Unit groups for this, but in some cases, it would not make sense to create system unit groups, to accommodate the purchasers’ requirements and needs. So, it possible for the purchasers to administrate their own “unit groups”. Avoiding loading the orders for all units will improve performance and reduce the data amount needed to load to memory

• To create a new personal “unit group” o      Click the  [Add new unit collection] button.
  1. Enter descriptive group name o       Click [OK]

• To edit a unit group name o            Select the “unit group” in the “Unit Collections” list o           Click the  [Edit the unit collection name] button
  1. Modify the name
  2. Click [OK]

• To remove units from a unit group o            Select the “unit group” to remove units from in the top list o            Select from the “Selected units” list which units to remove o    Click the [<<] button between the lists (Available and Selected units) o       The units have now been removed from the group
• To delete a unit group o       Select the “unit group” to be deleted
  1. Click the [Delete the selected unit group] button