HOW TO … Configure a Purchase Order Form

Construction Industry Solutions

Configure a Purchase Order Form

Confidential Page 1 10th August 2005

Date: 10th August 2005

Version no 1 – Published Draft

Prepared by: Lucky Bains

Distribution to: Web-site and Internal

HOW TO … Configure a Purchase Order

Form

These notes are published as guidelines only.

This “How to…” Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any

configuration changes should always be applied to a separate non-live environment first and tested to prove that this features works as you require. Should you have any difficulties with this please contact either the coins Communication Centre or your

account manager to arrange for some specialist coins consultancy.

Please note that you should not expect the Applications Support team to conduct

configuration changes for you.




CONTENTS

1 Purpose of this document ................................................................................. 3 2 Procurement Configuration ............................................................................... 4

2.1 Purchase Order Type Parameters ............................................................... 4 2.2 Parameters For Printing Text On Configurable Forms .................................... 6

3 Configuring Purchase Order Forms ..................................................................... 8 3.1 Purchase Order Configurable Form – Types ............................................... 10 3.2 Purchase Order Configurable Form - Parameters ........................................ 14

4 Configuring Multi-Part Purchase Orders ............................................................ 15 5 Printing Different Addresses On Purchase Orders ............................................... 17 6 Printing Overhead Purchase Orders .................................................................. 20 7 Overlays for Printing Purchase Orders .............................................................. 21 8 Overlays For Faxing Purchase Orders ............................................................... 24




1 Purpose of this document This document will be of interest to COINS users whose job includes setting up configurable forms. It describes the implications and guidelines for configuring forms specifically for purchase orders. Configurable forms can be used to design the layout for printing the details of purchase orders onto your own company‟s pre-printed stationery.

You can set up a different configurable form for each type of order you want to print (for example, material order, plant order, stock order). Purchase order configurable forms are set up in a similar way to other forms. However, there are some unique aspects of purchase order forms that you may need to consider.

For example purchase orders can:

have printing on the reverse side of the order (for example, to show Terms and

Conditions).

be faxed from within COINS.

have a continuation form and an overlay that is different from the first page.

print varying levels of detail depending upon the form configuration.

Further details about configurable forms are also available in the following COINS on-line help guides:

COINS Procurement Set-Up Guide COINS System Guide

If you have any other questions about the information contained in this document, or require further help with configuring purchase order forms, please contact the COINS

Communication Centre or your account manager.




2 Procurement Configuration

2.1 Purchase Order Type Parameters

Below is a list of order type parameters. After you have configured your form(s), set the relevant parameter with the name of the form you want COINS to use when printing that type of order. For example, if you want COINS to use the form called “Material” when

printing material purchase orders, set the parameter POFRM to Material.

NOTE

If parameters for non-material order types are blank, then by default they will print the form specified in the

parameter POFRM. This does not apply to subcontract

orders – you need to specify a form in SCFRM.

ASFRM The form for asset orders.

OVFRM The form for overhead orders.

POCOFRM The form for call-off orders (uses form type POCO).

(Call-off forms are configured using the routine “Purchase Call-Off – Forms”).

POFRM The form for material purchase orders.

POFRM-S The form for site material orders if different from above.

POPLFRM The form for plant orders.

POPLFM-S The form for site plant orders if different from above.

RHFRM The form for rehire orders.

SCFRM The form for subcontract orders.

SCFRM-S The form for site subcontract orders if different from above.

SSFRM The form for steel stock orders.

STFRM The form for stock orders.

WSFRM The form for workshop orders.

When a purchase order is committed, COINS stamps the order with the configurable form that is specified on the relevant order type parameter at that moment in time. If

you change the form on that parameter later, and you re-print the order, the order will still use the form that was specified on the parameter at the time the order was committed.




NOTE

If you want to print a committed order using a different form, you have to uncommit the order, then change the form specified on the order type parameter, and then commit the order again. If you have entered GRNs or invoices for an order, then you cannot uncommit it.

To use a different form for printing continuation pages, you must set up a second form

with the same name, but with 2 on the end (for example, Material2). If you are using a different form for printing continuation pages, COINS will use the following types from the two forms as follows:

- First page will use the types Head, Body and Footcont from the first form (for example, Material). - Continuation pages will use the types Headcont, Body and Footcont from the second form (for example, Material2).

- The last page will use the types Headcont, Body and Foot from the second form (for example, Material2).

Also see 3.1 – Purchase Order Configurable Form - Types. For further details about continuation pages, see the COINS System Guide – “What are configurable forms?”.




2.2 Parameters For Printing Text On Configurable Forms Various parameters are available for holding text that can be printed on configurable forms. The text held on these parameters can be defined on the form in the HEAD/HEADCONT and FOOT/FOOTCONT types, by using the relevant fields shown

below: On the purchase order configurable form: l-commit-msg - Text for committed/authorised orders. This uses the text from:

POCOMTXT if it is a purchase order. SCCOMTXT if it is a subcontract order.

l-confirm-msg - Text for Confirmation Orders. This uses the text from:

POCONTXT if it is a purchase order. SCCONTXT if it is a subcontract order.

l-credit-msg - Text for credit orders. This uses the text from:

POCRDMSG if it is a purchase order. SCCRDMSG if it is a subcontract order.

l-draft-msg - Draft Copy Text. This uses the text from:

PODRFTXT if it is a purchase order. PORPNTXT if it is a re-printed purchase order. SCRPNTXT if it is a reprinted subcontract order. SCDRFTXT if it is a subcontract order.

l-version-msg - Text to print if a later version of the order exists. This uses the text from:

POVSNTXT if it is a purchase order.

SCVSNTXT if it is a subcontract order.

l-vohead-msg - Variation Order Heading. This uses the text from:

POADDTXT if it is an addendum/amendment purchase order.

POCANTXT if it is a purchase order cancellation. SCADDTXT if it is a subcontract amendment order. SCCANTXT if it is a subcontract order cancellation.

l-vohead-msg2 - Additional Variation Order Heading (2). This uses the text from:

POADDTX2 if it is an addendum/amendment purchase order. POCANTX2 if it is a purchase order cancellation. SCADDTX2 if it is a subcontract amendment order.

SCCANTX2 if it is a subcontract order cancellation.




poh_ddate – Order due date. This uses the text from:

PODLVTXT The text to appear in place of a Due Date on the Purchase Order, if the "Already Delivered" flag is set to Y.

On the purchase order call off configurable form: l-call-off-msg - Call-Off Text. This uses the text from:

PCTXT if it is a call-off order.

l-reprint-msg - Reprint Text. This uses the text from:

PCRPNTXT if it is a re-printed call-off order.

On bulk house builders orders:

HBBKTXT The text field allows a description up to 60 characters. This is

automatically inserted as a text line at the beginning of the order; you do not need to configure a field on the form.

Printing other text on configurable forms:

ABB-T/AS Text to use instead of the words “Trading As” to identify the trading name.

For example, “T/As”.

APPROX Text to be printed on bulk orders below the quantity ordered. For

example, “Approx”.

ITEMDESC Text to be printed instead of the quantity on call-off orders. For example,

“Item”.




3 Configuring Purchase Order Forms 1. From the COINS menu, go to:

Procurement – Construction & Civils – Setup – Technical Information – Configurable Form Definitions – Purchase Order Forms.

NOTE

Call-off forms use a master form called POCO. Other purchase order forms use PORDER. To configure call-off forms, you need to use the routine “Purchase Call-Off Forms”.

2. COINS displays the form configuration header screen:

3. In the Form field, enter a name for the configurable form you want to create, or

press [F5] to select an existing form from the lookup list.

If you are creating a new configurable form, COINS gives you the option to copy the form definition from an existing configurable form (using [F5]-Lookup) so that you can create a similar form. You can then make changes to the new form as required.




4. Press [Return] to display the form configuration fields:

If you copied the form definition from another form, then the fields will be populated (as shown above). Otherwise, the fields will be blank.

For details about how to complete the above fields, see the COINS System Guide – Defining Configurable Forms.

The next screen allows you to enter lines to configure the layout of the purchase

order details.

During line entry, you can use [CTRL]+V to view a draft version of how the order will

look.

Types and Parameters Additional “types” and “parameters” are available specifically for configuring purchase order forms (see 3.1 - Purchase Order Configurable Form - Types and 3.2 - Purchase Order Configurable Form - Parameters).




3.1 Purchase Order Configurable Form – Types A configurable form can be split into various sections. In COINS, the labels that are used to identify the sections are called “Types”. (For example, a basic form might consist of a header section, a body section, and a footer section. To identify these

sections in the form, enter the types HEAD,BODY,FOOT in the Types field.) For purchase order configurable forms, the following ten types are available:

The first 5 types are available for most COINS configurable forms. The last 5 types are specific to purchase order configurable forms (these are explained on the following pages). The types must appear in the order shown above. If you do not want to use all the types, leave out the labels for those types, but you must still include the commas. For example, to leave out types TOP and PLANT, enter the following:

The ten types will appear on a configurable form as follows: (Top, Mid, End, Plant and Clause appear within the Body section.) A one page form: A two page form: First page: Continuation page:

HEAD

BODY

TOP

MID

END

PLANT

CLAUSE

FOOT

HEAD

BODY

TOP

MID

END

PLANT

CLAUSE

FOOTCONT

HEADCONT

BODY

TOP

MID

END

PLANT

CLAUSE

FOOT

For further details about form types, see the COINS System Guide – “Defining Configurable Forms” and the COINS Procurement Set-Up Guide – Configurable Forms – “Purchase Orders”.




Top, Mid & End

These types are used on amendment variation orders to show changes to order lines. The only lines that are printed are lines that have been changed or added on the VO. Unchanged lines from the previous (variation) order are not printed. For example: Text entered against TOP:

Original item line details from PO:

The following line has been changed from:

Sand 5 M3 3.50 M3

Text entered against MID:

Amended item line details from VO:

To:

Sand 6 M3 3.50 M3

Text entered against END:

Reason and/or date details from VO:

Because:

Incorrect qty ordered on PO. Effective from: 12/08/05

There are two fields available for use with the END type. They are:

pol-reason – Shows the reason for the amendment (as entered on the

variation order).

pol-effdate – Shows the effective date of the amendment (as entered on

the variation order). If you do not use any of the above types, then only the variation item line details will be shown. Plant For plant orders, the PLANT type can be used to show details of other rates from the plant sheet. The body line shows the first hire rate for each item line, and the plant line is repeated to show the different rates on the plant sheet. For example:

Body line: (item line from plant order) Compressor 1 NO 80.00 WK

Plant line: (other rates from plant sheet) Replacement Part 5.00 EA

Plant line: (other rates from plant sheet) Breakdown 10.00 DY

Plant line: (other rates from plant sheet) Delivery Charge 100.00 LS

The details that are shown for other plant rates are determined by the fields that have been specified on the PLANT type. The PLANT type can contain the following fields:

l-cat (plant hire category)

l-rate (plant hire rate)

l-unit (plant hire unit)

l-disc (plant hire discount)

If you do not include the PLANT type, then only the item line details from the plant order will be shown.




Clause

The CLAUSE type can be used on the purchase order configurable form to display the text of a clause. The CLAUSE type can contain the following fields:

l-changed If the clause has changed on the variation order, adding this field will display a * to show that the clause has changed.

l-clause-line This field will display the text of the clause on the order. (You

can change the default format from x(80) if required. The text for the clause will wrap to the next line according to the width of the format specified.)

l-clause-price If you have a priced clause (used on SC orders), this field will display the price on the clause.

NOTE

Material clauses can be used on all types of orders

except subcontract orders. Clauses for subcontract orders are set up separately.

For subcontract clauses, you can specify whether a price is required on the clause when adding the clause to the order. Prices are not used on material clauses. For further details about clauses, see the COINS Procurement Setup Guide - “Standard Text, Clauses and Phrases”. Discount amounts can be printed either in a separate column, or below the price.

To print discount amounts in separate columns, use the fields pol_price for the price,

pol_disc for the discount, and pol_amount for the discounted amount.

To print discount amounts below the price, in the format:

20.00

-10.00%

use the field l-price-disc, followed immediately by the field l-disc-char for the

percentage sign (as shown below):




Additional Notes

To print sector information, use the following fields that are available in the HEAD type: sector-add[.] When printing these fields, COINS finds the appropriate sector

from the order for the contract/department/location (depending on the order type). Sector addresses can be maintained using Sector Address Maintenance in the General Ledger.

sector-code

sector-fax

sector-name

sector-pcode

sector-tel

s-condaddress[.] The condensed address is taken from the purchase order (which usually originates from the CIW). It is built up from: a) The legal name of the company.

b) The trading name. c) The company address and postcode.

The following fields are only available for Steel Stock and are available in the BODY

type:

l-length

l-units-of-length

l-weight

l-class&grade




3.2 Purchase Order Configurable Form - Parameters Parameters allow you to make adjustments to certain aspects of the way the configurable form will print. There are various parameters available specifically for purchase order configurable forms.

You can specify which parameter(s) to use in the form by entering them in the Parameters field on the configurable form header screen. To specify more than one parameter, enter a pipe separated list (as shown below).

The following form configuration parameters are available:

VO-FULL=YES Used for Variation Orders.

Without VO-FULL=Yes variation orders only show new or changed lines using the types Top, Mid and End.

To show the complete order (including unchanged lines) add VO-

FULL=YES (you do not need to configure Top, Mid and End). To

highlight changed lines on the variation order, add the field l-

changed to the Body and/or Clause type. This will display a „*‟ to

indicate changed lines.

SCVO-FULL=YES Used for Subcontract Variation Orders.

This parameter has the same effect as VO-FULL=YES, but for subcontract variation orders. Add the parameter SCVO-

FULL=YES, then add the field l-changed in the Body and/or

Clause types to display a „*‟ against changed lines.

VO-NET=YES Used for Variation Orders.

Allows you to print the net effect of the changes made on a VO.

The original value of the line prints as a negative number and the new amount (on the variation) is positive. You can use the total

amount field (l-order-total) in the Head and/or Foot types to

show the net effect of the changes on the VO. When using VO-

FULL=YES, l-order-total is the sum of all the positive and

negative values.

BLANK_FIRST Used for Plant Orders.

If you add BLANK_FIRST, the main rate for item lines is shown in the plant rate section on the order with other rates.

If you do not add BLANK_FIRST, then the main item rate is displayed on the Body line, separate from the other plant rates.

INITIAL_TEXT If you add INITIAL_TEXT, this will only show text lines that appear at the start of the order. Item lines and any text after item lines will not show.




4 Configuring Multi-Part Purchase Orders In COINS it is possible to print multiple copies of a purchase order, for example, to print copies for different departments and/or individuals. Multi-Part purchase orders can be printed for material, plant and overhead orders (but not subcontract orders). To use multi-part purchase order printing, the following PO parameters need to be considered:

MULTI-PO Set to Y to use multi-part purchase order printing.

DEFMULTI Determines the default list of departments/names for which copies of purchase orders will be printed. (Enter a comma-separated list of codes.)

(The default list can be overridden from within the Project Information Workbench – Project Details – Further Details - Order Forms.)

DEFOMULT Determines the default list of departments/names for which overhead orders will be print. (Enter a comma-separated list of codes.)

MCOL-OFF Determines the colour to return to after printing colour text.

The default lists of departments/names used by DEFMULTI and DEFOMULT are maintained

in Configurable Form Definitions - Multi-Part PO Maintenance. You can print copies of orders using different colours to identify orders for different departments/names (as shown below):

When using a colour printer, any colours that are used for printing need to be set up as separate tokens in Print Manager - Printer Details (as shown below):




In the configurable form definitions the following fields are available for use in the Head/Headcont and/or Foot/Footcont types:

$part-colour-on Use this field to switch on multi-part colours.

$part-colour-off Use this field to switch off multi-part colours.

$part-title Use this field to show the description for a department/name on the form.

$part-dashes Use this field to print a solid line across the order.

For example, if the above fields are used in a form, they might appear as follows:

ACCOUNTS DEPARTMENT

______________________________________________________________________

If you print the order from within the order entry program, a copy of the order is

produced for each entry specified in the parameter DEFMULTI. You are not given the

option to add or remove any departments/names from the list. The same applies when using the Print Orders program.

However, when you use Re-Print Orders, you can add and/or remove departments/names from the default list, by using the [F9]-Tag, or [F10]-Untag options:




5 Printing Different Addresses On Purchase Orders There are several ways of printing different (delivery) addresses on purchase orders. This depends on how you identify the different branch, division or section of the business that a contract belongs to. In the Contract Status Ledger – Contract Details, you can use the fields; Group, Type, Location and Manager:

or any of the Analysis sets:

If you are using branch addresses, you can print them on the order. Branch addresses are set up in: Financials – Contract Status Ledger – Setup – Setup Maintenance – Branch

Addresses. Also, you will need to set the JC parameter JOBBR to specify which field

represents the branch/division/sector.




Next you need to edit the relevant purchase order configurable form definition.

1. Go to Purchase Order Form Configuration and select the form you want to use for

printing the different addresses on the orders:

2. Press [F1] to display the form definitions:

3. Use the l-branchadd[.] fields to display the branch address on the form.

There are also fields for the fax number, postcode, branch prefix and telephone number (as shown below):




You should now be able to print a new order using the relevant address.




6 Printing Overhead Purchase Orders COINS enables you to specify a separate form for printing overhead orders.

To do this, set the purchase order type parameter OVFRM to the form you want to use for

printing overhead orders. Alternatively, you may want to print overhead orders using the same form that is set up for material orders. That is, if you leave OVFRM blank, then

overhead forms will print using the form set in POFRM. (See 2.1 Purchase Order Type

Parameters.)

When printing a purchase order, some fields that are specified on the configurable form in the Head type will display different data, depending on whether the order is a contract or overhead purchase order.

When printing overhead orders, the following fields (used with the Head type) will show:

job-num For overhead orders, this shows the department code. For all other orders, this shows the contract number.

l-jobname Shows the name of the overhead department.

l-sittel Shows the telephone number for the overhead department. Or, if there is an address specified for the overhead department, then

the details are taken from the address.

l-sitfax Shows the fax number for the overhead department. Or, if there is an address specified for the overhead department, then the details are taken from the address.

l-branchadd[.] Shows the address lines for the overhead department.

l-branchpcode Shows the postcode for the overhead department.

l-branchtel Shows the telephone number for the overhead department.

l-branchfax Shows the fax number for the overhead department.




7 Overlays for Printing Purchase Orders You can use overlays for printing purchase orders as you would for other configurable forms (see the COINS Print Manager Guide). However, with purchase orders you can specify an overlay for printing on the reverse side of a page (for example, to print terms and conditions). To print on the reverse side of a page, you need:

a) a duplex printer set up in COINS.

b) to make sure the printer is set up to print double-sided pages.

c) to add a token for double-sided printing in your configurable form. For details about printers and printing, see the COINS Print Manager Guide. 1. To check whether the duplex printer is set to print double-sided pages, from the

COINS menu go to System Administration - Print Manager - Printer Details. 2. Enter the name of the duplex printer you want to use, or press [F5] to select a

printer from the lookup list. 3. In the printer details, if a code for duplex printing does not already exist, press [F9]

and add the code „DUPLEX‟ (as shown below), with the appropriate control sequence, to enable the printer to print double-sided pages. (For details about Control Sequences, see the COINS Print Manager Guide.)

4. You must also add lines to specify the tokens for the different overlay forms you

want to print (as shown below):




For example, add lines to specify the overlay file to use for:

a) the first page.

b) the reverse-side of the page (for terms and conditions).

c) continuation pages. 5. Press [F1] to save the printer details.

The first page of your configurable form will use the overlay specified in the Overlay field in the form configuration header screen:

6. To specify the overlay to use for the reverse side of a page, in the form definitions,

add a HEAD type in row 1. Add a token to start duplex printing and a token to identify which overlay you want to use on the reverse side of the page (as shown below):




NOTE

The printer and overlay tokens must appear at the top of the form (that is, they must be added in row 1 and before any other fields in that row).

7. To specify the overlay for continuation pages, add a FOOTCONT type. In the last row

for this type, add the token for the continuation overlay you want to use.

8. Press [F1] to save the form definitions.

NOTE

When you create overlay files, you need to call the overlay, for example xxx.ovl2. Then in the configurable form enter the overlay name, but without the .ovl extension (as shown above).




8 Overlays For Faxing Purchase Orders The purchase order configurable forms can also be used for faxing as well as printing. Overlays used for faxing use a file extension of .tif rather than .ovl, which is used for printing. In the Overlay field in the configurable form header screen, you can specify the name of the overlay (without the file extension, such as .ovl) to use with the form (as shown below).

You can set up COINS to use different overlays on different pages of the fax. For example, a first page, a second page with an overlay for terms and conditions, and

continuation pages with an overlay that is different from the first page. To set up multiple fax overlays:

1. In the directory specified by the Print Manager parameter TESTDIR, create a text file

with the name of the overlay as specified on the configurable form, and a .dat extension.

2. For each different overlay you want to use with the form, create a line in the text file.

Each line contains: the name of the overlay file, the first page on which the overlay is to print, and optionally the last page on which the overlay is to print, all separated by commas. If you do not specify a last page, the overlay will print on all following pages until another overlay is specified, or until the end of the fax.

For example, a configurable form porder specifies the overlay purchord. To use three overlays when faxing this form, create a file called purchord.dat as follows:

purchord.tif,1,1

termcond.tif,2,2

pordcont.tif,3 (

or purchord.tif,1

termcond.tif,2

pordcont.tif,3 )

The .tif overlay files must also exist in the 'TESTDIR' directory. For further details about faxing, see the COINS System Guide.

Documents

HOW TO … Configure a Purchase Order Form