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:
- Total must be greater than zero.
- Total must be less than the APO limit. Institutions can define a default value for this limit in the KFS-PURAP AUTOMATIC_PURCHASE_ORDER_DEFAULT_LIMIT_AMOUNT parameter and then override the default per Organization in the Organization Parameter table.
- Vendor must be selected from the vendor database.
- Vendor address must be complete.
- Vendor cannot be marked as restricted.
- Vendor cannot be marked as debarred.
- If the selected vendor has a B2B contract, then document must have been created through Shop Catalogs.
- Vendor contract cannot be expired.
- Document cannot contain suggested vendor names.
- Items cannot be marked as restricted.
- If commodity codes are required, then all items must contain commodity codes. See KFS-PURAP ITEMS_REQUIRE_COMMODITY_CODE_IND parameter.
- Selected commodity codes cannot be inactive.
- Selected commodity codes cannot be restricted.
- Document cannot contain Full Order Discount item.
- Document cannot contain Trade-In item.
- Document cannot contain accounting line with capital object level. See KFS-CAM PURCHASING_ACCOUNTS_PAYABLE_OBJECT_LEVELS parameter.
- Document cannot contain capital asset detail.
- Payment type cannot be marked as recurring.
- 'PO not to exceed' amount cannot be populated.
- If document is set to encumber in the next fiscal year, it must be approved within the APO allowed date range. See KFS-PURAP ALLOW_APO_NEXT_FY_DAYS parameter.
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