Purchases to the Project Site with a Receipt: 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 with receipt processing, and to understand (and change, if needed) the settings that affect the processing workflow.
Implementation Checklist
Before you initially process a project-related purchase to a project site with 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 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:
|
Other Settings That Affect the Workflow
You can affect the processing workflow by specifying additional settings as follows:
- To record expenses to the project budget on release of the accounts payable bill, select On Bill Release in the Record Drop-Ship Expense box of the Projects (PM301000) form for the project.
- To create new projects so that the drop-ship purchases will be processed with 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 on 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 apply this tax to a project drop-ship order.
- The purchase price variance is always recorded in the bill transaction, regardless of the option that is specified in the Allocation Mode box on the Purchase Orders Preferences (PO101000) form.