Purchases to the Project Site: Implementation Checklist

The following sections provide details you can use to ensure that the system is configured properly for the processing of purchases for projects with drop shipping to the project site and without a purchase receipt, and to understand (and change, if needed) the settings that affect the processing workflow.

Implementation Checklist

Before you initially process a project-related purchase with drop shipping to a project site (and without receipt processing), you should make sure the needed features have been enabled, settings have been specified, and entities have been created, as summarized in the following checklist.

Form Criteria to Check
Enable/Disable Features (CS100000) form Make sure that the Inventory and Order Management, Inventory and Project Accounting features are enabled.
Multiple forms Make sure that all necessary settings related to order management have been specified, as described in Configuration of Order Management: Implementation Activity.
Vendors (AP303000) form Make sure that all needed vendors have been configured, as described in Vendors: Implementation Activity.
Stock Items (IN202500) form Make sure that the needed stock items have been configured, as described in Stock Items: Implementation Activity.
Non-Stock Items (IN202000) form Make sure that the needed non-stock items have been configured, as described in Non-Stock Items: Implementation Activity.

Project Settings

Before you initially process a purchase for a project with drop shipping (and without receipt processing), you should make sure that the project accounting functionality is configured and the project has specific settings, as summarized in the following checklist.

Form Criteria to Check
Projects Preferences (PM101000) form

Make sure that all necessary settings related to project accounting have been specified, as described in Basic Project Configuration: General Information.

Also, select the Internal Cost Commitment Tracking check box to track purchase orders as project cost commitments and to see committed values in the project cost budget.
Projects (PM301000) Make sure that the necessary projects and project tasks have been created, and that the following settings have been specified for the projects on the Defaults tab:
  • Drop-Ship Receipt Processing: Skip Receipt Generation

    With this setting, items of any type added to a purchase order of the Project Drop-Ship type are processed without a purchase receipt.

  • Record Drop-Ship Expense: On Bill Release (inserted automatically when you select Skip Receipt Generation)

    With this setting, purchase expenses will be recorded to the project on release of the AP bill.

Other Settings That Affect the Workflow

You can affect the processing workflow by specifying additional settings as follows:

  • To create new projects so that the drop-ship purchases will be processed without receipts by default, select Generate Receipt in the Drop-Ship Receipt Processing box and On Receipt Release in the Record Drop-Ship Expense box on the Projects Preferences (PM101000) form and in the settings of the project templates on the Project Templates (PM208000) form.
  • To reduce input errors when users enter orders, set up the validation of order totals by selecting the For Project Drop-Ship Orders check box in the Validate Total on Entry section of the Purchase Orders Preferences (PO101000) form (General Settings tab).
  • To cause the system to create accounts payable bills with the Balanced status, clear the Hold Documents on Entry check box on the General tab (Data Entry Settings section) of the Accounts Payable Preferences (AP101000) form.
  • To cause the system to automatically post general ledger batches generated during the processing of purchase and accounts payable documents, select the Automatically Post on Release check box in the Posting Settings section on the General Ledger Preferences (GL102000) form.

With these settings specified, users in your company can process purchases for projects quickly and accurately with a minimum of manual actions.

Known Project Drop-Ship Limitations

The following limitations apply to the project drop-ship functionality:

  • A project drop-ship order cannot be created from a change order or from a sales order.
  • Landed costs cannot be applied to a project drop-ship order.
  • If a sales tax updates item costs—that is, the tax has the Use Tax Expense Account check box cleared on the Taxes (TX205000) form—you cannot appliy this tax to a project drop-ship order.