Automatic Purchase Order Rules

A fully approved Requisition goes through validation to determine if it qualifies to become an Automatic Purchase Order (APO) and bypass Purchasing department. Here is a list of those rules:

1. Total must be greater than zero.
2. Total must be less than the APO limit. Institutions can define a default value for this limit in the APO_LIMIT parameter and then override the default per Organization in the Organization Parameter table.
3. Vendor must be selected from the vendor database.
4. Vendor address must be complete.
5. Vendor cannot be marked as restricted.
6. Vendor cannot be marked as debarred.
7. If the selected vendor has a B2B contract, then document must have been created through Shop Catalogs.
8. Vendor contract cannot be expired.
9. Document cannot contain suggested vendor names.
10. Items cannot be marked as restricted.
11. If commodity codes are required, then all items must contain commodity codes. See ITEMS_REQUIRE_COMMODITY_CODE_IND parameter.
12. Selected commodity codes cannot be inactive.
13. Selected commodity codes cannot be restricted.
14. Document cannot contain Full Order Discount item.
15. Document cannot contain Trade-In item.
16. Document cannot contain accounting line with capital object level. See PURCHASING_ACCOUNTS_PAYABLE_OBJECT_LEVELS parameter.
17. Document cannot contain capital asset detail.
18. Payment type cannot be marked as recurring.
19. 'PO not to exceed' amount cannot be populated.
20. If the Requisition is set to encumber in the next fiscal year, it must be approved within the number of days specified in parameter ALLOW_APO_NEXT_FY_DAYS prior to year end. For example, if the parameter is set to 14 days, requisitions set to encumber in the next fiscal year that are approved 14 days prior to year end can become APOs, those approved more than 14 days prior to fiscal year end will route to Purchasing.