Bill Only Process

We used drop ship for a number of years. It's a bit problematic when you forget to set the flag & it has to be received. Also cost messages would not flow in the standard way. AP had to manually accrue as well. We recently implemented a workflow to auto receive the PO's every night with the Bill Code BO being the trigger. It has worked very well for us. We get reports emailed to us each morning with what PO's received & which ones produced an error. We have some tweaking to do to help with some of the errors but they're minimal.

Thanks for replying.

Regarding remembering to use Drop Ship in RQC, I have created a daily report specifically for bill only's that runs at the end of the day, exported to a shared drive, and buyers will be able to see if requestor used the drop ship. Buyer can correct on PO20 and re-educate requestor.

Regarding A/P, not sure about their actual process, but they would have to use Handling Code of "3" (Drop Invoice) on AP20 on bill only PO's which would have a PO code of "B" and start with a different PO# than regular PO's. So I think that base is covered.

Curious to know how you implemented auto-receive.

Thanks

PS..Anybody else like to comment?

We did the auto receipt with IPA. I'm told it basically replicates what is manually done in PO30.

We do a req loc for the bill onlys then have IPA receive them in. This allows the RNI to accrue them normally - which is the biggest reason for the receipt here.

Thanks.

I am inquiring to see if we have IPA installed here.

 

 

So we do have process flow installed and currently using it for requisition approvals.

Can someone explain to me how they are using it for bill only PO receiving in a way that I can pass on to our IS department to implement auto-receiving of these PO's?

Thank you very much.

We started looking into a process to handle bill only better, but haven't implemented yet. However, I wanted to share that Lawson has a program PO529 which will create receiving documents based on PO codes, bill codes, etc which can then be imported by MA531.

We went with IPA because it could find corrections and email results - even if we had done this with PO529, I am fairly certain they would have an IPA generate the file and email the results.

But we have req locs setup as "Bill Only" and the IPA runs a sql to find open PO lines where the req locs are in that group and the PO Line Qty - Cancel Qty is greater than the received quantity. Go to PO30, hit Add Receive All, Release. Report back any message that isn't "Add Complete Continue" and "Release Complete Continue" This runs every day at 4am and every month end at 4am and noon. If it finds errors, the SCM system analysts go in and trouble shoot.

We have auto receiving done based upon unique requesting locations. We've noticed that if there is an error and the po is changed (pricing, missed and added a line, etc...) that the auto receiving fails. What are the minimal type of errors you receive with your process? Just curious if we should blow our method up in the future.

We don't get errors so far as we allow the "Add Receive All" function. The scenarios you describe are why we use a sql and not the PO529. The sql runs, Searches for PO Lines with a bill only location on the line source, looks for open lines where Received + Canceled is less than Order Quantity. It only uses the PO number, not the line. On PO30, it's not trying to add lines - it's solely hitting "Add Receive All" and then releasing.

We have a req loc attribute list to grab all the locations, the query will not show lines where line source is blank. Will not show lines that have been closed mistakenly. (Archive errors.) Date of 2014 was installed to avoid corruption, but typos on the delivery date field may cause lines not to appear.

I'm having issues attaching things but the sql is:
select L.LOCATION, L.PO_NUMBER, L.LINE_NBR, L.VENDOR, L.ITEM, L.DESCRIPTION, L.QUANTITY, L.REC_QTY
 
from lawson.POLINE l
inner join lawson.POLINESRC s on s.COMPANY = l.COMPANY and l.PO_NUMBER = s.PO_NUMBER and l.PO_CODE = s.PO_CODE AND l.LINE_NBR = s.LINE_NBR
inner join lawson.RQLOC r on r.REQ_LOCATION = s.REQ_LOCATION
inner join lawson.RQLMXVAL a on a.RQL_OBJ_ID = r.RQL_OBJ_ID -- YOU WOULD REPLACE THIS LINE WITH WHATEVER MARKS BILL ONLY FOR YOU
 
where (l.REC_QTY + L.CXL_QTY) < l.QUANTITY
and a.MATRIX_CAT = 'RQLOCTYPE' and a.MX_VALUE = 'PAYONLY' -- YOU WOULD LIKELY MODIFY THIS TO MATCH ABOVE
AND L.CLOSED_FL = 'N' AND RELEASED_FL = 'Y'
and (l.EARLY_DL_DATE) > '12/31/2014' -- YOU WOULD NOT NEED THIS AT ALL.
 
ORDER BY L.LOCATION, L.PO_NUMBER, L.LINE_NBR