TM Procurement System Settings

The TM Procurement system settings 

[System] → [Settings] → “Order settings” tab → «General» sub tab

These settings apply to the process of approving drafts, for systems without the “Procurement” license. When drafts are approved it is possible to either approve them as “Requisitions” or “Direct orders”. Requisitions are processed further at the office system (for unit system) or in an external PO system. Also, if draft is approved at the office where the procurement module is not licensed, and an external PO system has been integrated. When a draft is approved as a “Direct order”, the order is set directly to “On Order” bypassing the office processing of the order.

1. “Set to requisition by default”: The “Requisition” will by default be selected, but user has the option choose the “Direct order” option.
2. “Set to direct purchase order by default”: The “Direct Purchase” order will by default be selected, but user has the option choose the “Requisition” option.
3. “Only Allow requisitions”: Will automatically approve drafts as a “Requisitions”. “Direct purchase order” is not an option
4. “Only Allow direct purchase order”: Will automatically approve drafts as a “Direct Purchase order”. “Requisition” is not an option

These settings allow for modifications to some order functions.  

1. “Free text order lines allowed (for everyone)”:   This setting will allow all users to create “free text order lines”. This setting is a bit outdated as we have later created a “user right” to control who are allowed to create “free text” lines, which gives a lot more flexibility.
2. “Enable Custom Order head flags”: Ticking this check box and adding a text value into the field “Flag 1” and/or “Flag 2” will enable one\two check boxes, labelled with the provided text, in the order head.
3. “Default Cost Code”: The selected cost code in this field, will on all new orders created after the setting is set will by default have this “cost code” selected.
4. “Max Label Count”: It is possible to print labels, directly from an order, by default the number of labels to print for each item will match the ordered quantity. When large quantities are ordered it is not given that each item require a separate label.  

For example: 200 Litres of paint, you do not want 200 labels, but perhaps only 10 one for each 20 Litre tin. This setting is a “precaution” setting the default max number to avoid printing excessive amounts of labels.

1. “Next Running Number” (???)
2. “Use predefined invoice URL Link”: TM Master V2 can be integrated with 3^rd party Invoice\Accounting systems. Some of these systems provide a URL link to a scanned digital version of the “invoice” related to an order. To avoid having to save the entire URL path to this document, it is possible to enter the base of the URL here. TM Master will then just save the last part of the “URL” in the order head, and then combining them to a complete link in the interface. Example: http://accounting.system.no/Invoices/ is saved in setting. The extension might be “.html”, in the order head the invoice number is stored “INV2002”. Which will at runtime be converted to http://accounting.system.no/Invoices/INV2002.html 
3. “WBS Selection Dialog”: This setting controls what the “WBS” code picker looks like. Either as a plain list (Full list) or organised in the tree structure (Show groups).
4. “Quoted lead days should set”. Some clients use the “Estimated Delivery” date field as the delivery date communicated to the supplier, some use the “Delivery date” field. When a supplier provides “Lead days” in their quote, the system offers to calculate the “delivery

date” when the order is sent. This setting allows to specify which of the two fields should be set based on this calculation.

“Supplier Experience” events are a function linked to the “Supplier Assessment” module.

1. The “Workflow” field group 
   1. “Creator cannot receive order”: Some organizations do not allow the same person creating the order to also be the receiver of the order. Turning this setting on will stop the creator order from receiving the order. 
   2. “Approver cannot receive the order”: Some organizations do not allow the same person approving an order to also be the receiver of the order. Turning this setting on will stop the user who approve the order from receiving it. 
   3. “Select supplier before approval”: This setting will require a supplier to be selected for an order before the “approval” can be done.  
   4. “Approval Function”: TM Master has 3 different types of approval. This setting controls which one applies to the system. 
      1. Standard (User right based): This is the “simple” way to approve and order. All users with the “Approve Order” user right can approve an order. 
      2. Approval Level (User group & Levels): This option allows to create different approval levels, based on the order value. “User groups” can be given the right to approve each level. Any user in a “user group” assigned to a level, can approve the “level”. All levels can be approved and once the top level for an order has been approved the order is “Approved”. The procedure to request approval for each level is manual. Additional settings to configure the levels and user groups are found on: [System] → [Settings] – “Order settings” tab → “Approval Levels” tab. This approval option is replaced by the “Approval Rules” which can do all the “Approval Levels” can do and more. 
      3. Approval Rules (Order Condition Rules): This option allows, as the “Approval Level” option, to create value levels. It is also possible to create rules\conditions using certain order head properties to determine who needs to approve the different levels. Additional setting to configure the levels and the conditions are found on: [System] → [Settings] – “Order settings” tab → “Approval Rules” tab. 
   5. “Enable Change approval”: This setting only applies if the “Approval Rules” approval function is active. If turned on any changes made to the order value after it has been approved, will also need approval. It is possible to grant users groups a “grace value”, enabling the members of this group to modify the order value within this “grace value” without the need to request a new approval. This grace value is set by clicking the […] button next to the setting. 
   6. Use “Send Order” Rules: Turning on this setting will require a “Send Order” rule set to be created. The “Send order” rules can be configured: [System] → [Settings] – “Order settings” tab → “Approval Rules” tab. The “Send order” rules will allow control on who are allowed to send an order based on its value and certain order head conditions 
   7. “Enable Vessel PO Module”: It is possible to run the “Full” procurement module onboard. For the “Onboard Procurement” module to work properly onboard, the unit system needs the “Procurement” license and this system setting needs to enable the particular units. 
2. The “Global PO Settings” field group. 
   1. “Disable Over receiving Orders”: When receiving an order, it is by default possible to receive more than what has been ordered. If this is considered a problem, ticking this setting remove the ability to “Over receive”. 
   2. “Mandatory account activity”: It is possible to organise accounts in what is referred to as “Cost Activities”. The “Cost activities” can be used to simplify the process to decide which account to set for an order.  This setting will only be available if the setting “Account Selection Dialog” is set to “Cost Activity”. With this setting on the users are forced to select a cost activity, when selecting an account. 
   3. “Lock UOM to drop down”: If ticked users are no longer allowed to enter “free text” Quantity UOMs (Unit of measure), but forced to pick from the “UOM” code list 
   4. “Allow Financial Project Free text”: It is possible to define “financial projects”, and link these to an order. Ticking this setting will allow users to enter free text in the “Financial Project” field and is no longer forced to choose a predefined one. 
   5. “Show ASAP box”: Ticking this setting will activate a check box next to “required onboard date” in the order head. 
   6. “Auto fill default delivery address”: If ticked all orders created after the setting is activated, will by default have the default delivery address, specified in the “Unit” form, as the delivery address. 
   7. “Use External System for Direct Orders”: When drafts are approved as direct orders, the send dialog will not appear, but direct order will be routed through external system 
   8. “Use Cost Code Invoice Address”: This will enable a function where the choice of “Cost Code” will also affect the choice of “invoice address” for the order. Enabling this setting will activate a tab on the “Cost Code” form, where it is possible to link the “invoice address” to be used, for each cost code, for each individual unit. 
   9. “Approve direct orders at the office”: To enable an “office” approval of direct purchase orders. When turned on direct orders will not be set directly to “On Order”, but will placed in a status called “Awaiting Office” approval. Once approved at the office, the direct order can be sent. 
   10. “Add WBS on Stock Withdrawal”: This will enable a “WBS” code picker on the “Withdraw stock” dialog, allowing link between WBS and stock consumption. 
   11. “Block Creator from sending order”: If this setting is turned on users who have created an order will not be able to send it. 
   12. “Limit Order to one component”: This will activate a function that will only allow ordering items linked one component per order. 
   13. “Disable RFQ”: This setting will disable the “RFQ function” in the order system 
   14. “Require valid supplier QA status”: This will enable a function that will verify the QA status for each supplier, suppliers that are tagged with a “Allowed” or “Approved” status will be allowed used without any questions asked. Selecting a supplier tagged with a “Request user confirmation” QA code will be asked to confirm the selection. Suppliers tagged with a “Not approved” QA code, will not be possible to select as a supplier for the order. It will be possible to send RFQs to any suppliers regardless of QA status. It is the selecting as the supplier for an order that will be limited.  
   15. “Use “Approve requisition” function: This will enable two additional buttons in the order head form. [Approve Requisition] and [Reject Requisition].  
   16. “Default QA Status Code”: The “QA status code” selected here will be the QA status code a supplier will be considered as, if no QA status is set for the supplier. Example: If a

“Not approved” QA status code is selected, all suppliers without a set “QA status” will be considered “Not approved”. 

1. “Price History Currency”: This setting controls what currency the historic prices are shown in “Unit Currency” (Comparable) or “Order\Supplier Currency”. 
2. “Supplier Selection”: Selecting the option “On board quote review” will allow any user (in office or onboard with the user right : PO – CanSuggestSupplier)to suggest with a comment for which quote\supplier to select for the order. This quote review can be done while the order is in status “Quote Completed”. The compare and suggestion is done in the “Price Compare” function. 
3. “Order line numbering scheme”: Allows to control how order lines are numbered. The option “Set by action (alphabetically)(default)” will set the order line numbers when an action is performed, such as [Approve Draft], [Send RFQ] and [Send Order]. Order lines will first be grouped by the component the item is linked to, the component links will be sorted on component number, then the order lines will be sorted alphabetically and then numbered. Selecting the Option “Set when item added” will number the order line in the order they are added to the order. 
4. “Account Selection Dialog”: This setting controls how the order head account picker will appear. As a plain list, organised in account groups or organised in “cost activities”. The “organised in cost activities” is split into two options. Optional, which will include the “All Accounts” group, allowing users to select an account without first selecting a “Cost Activity”. Mandatory which will not include the “All accounts” folder and therefor forcing the user to select a “Cost Activity” before selecting the account.
5. “Max string length in “Invoice” – “Invoice ref” field: This setting will limit the number of characters allowed in the “Invoice” – “Invoice ref” field to the number entered. Default value is 255 characters.

How to configure the “order number” mask?