Restricting Vendor Buy-From Locations for an Organization Version

Contents

Overview

User access to vendor buy-from locations can be restricted to specific buy-from locations for each organization. For both requisitioners and buyers, this feature eliminates the need to constantly prompt, search for, and then select the correct vendor and buy-from location when entering non-file lines and creating purchase orders.

Users with the appropriate security setting can specify the buy-from locations available for each organization. The first buy-from location specified is assigned as the default, but the default can be changed.

Vendor and buy-from location prompts are displayed when creating non-file requisition lines, purchase orders, multi-sourced item-vendor definitions, and quick credits, and when using consolidated item add. When buy-from locations are assigned to an organization, clicking the vendor prompt and selecting a vendor automatically completes the Buy From Location field with the default for the organization. Users can select a different buy-from location, but only from among those available for the organization.

Security

The “BuyFromRestrict" role object controls access to the activities needed to assign and maintain organizations' available vendor buy-from locations. This role object is initially set to None.

• Set “BuyFromRestrict" to Create (or to a higher level) for users who assign and maintain organizations' restricted buy-from locations (Figure 1).

Figure 1 - The "BuyFromRestrict" Role Object for Maintaining Restricted Buy-From Locations

Setup

To set up this feature, you identify one or more of a vendor's buy-from locations as available for an organization. Users can then only choose a buy-from location from those identified for the organization.

To identify buy-from locations for a specific organization:

From the main Materials or AP Contents, select Vendors > Vendors.
The Quick Click menu appears.

1. On the Quick Click menu, under "I would like to..." select View the Vendors List.
2. Enter the Vendor Name in the box under For... and click Go.
3. Click the edit icon to edit the vendor record.
4. Click the Restricted Buy Froms tab.
   The Vendor Restricted Orgs for Buy From Locations panel appears (Figure 2). A list of organizations appears. (The displayed organizations are those that the user's data profile allows.)

Note: This tab is only visible when the “BuyFromRestrict” role object has View authority, as a minimum. The tab and panel are also available on the Vendor Inquiry panel.

5. Click the Select Buy Froms link to assign a buy-from location to the organization (Figure 2).

Figure 2 - Vendor Restricted Organizations: Selecting Buy-From Locations

 A list of buy-from locations for the vendor appears (Figure 3).

Figure 3 - Vendor Buy-From Locations Available for Assignment to an Organization

6. Click the Select box to assign a buy-from location to the organization.
7. Click Save and Submit.
   
   Selecting an initial buy-from location (and then pressing Enter or clicking Save) automatically restricts the organization to that buy-from location and sets the buy-from location as the default for the organization. Multiple buy-from locations can be selected at the same time before pressing Enter or clicking Save. The initial buy from location selected is designated as the default, and the remainder of the buy-from locations are available for the organization. The default buy-from location can be changed by clicking Set Default (Figure 4).

Figure 4 - How to Change the Default Buy-From Location for an Organization

In Figure 4, Denver and Evanston are available buy-from locations for vendor 704635 in the organization Clinics. Evanston is the default location. Harper's Ferry is not available to users for vendor 704635 in organization Clinics.

Once the buy-from locations are selected, the Vendor Restricted Organizations panel (Figure 2) displays Yes in the Restricted column for the organization. The default is in the Default Buy-From Location column.

"Unrestricting" an Organization

Buy-from locations for an organization can be “unrestricted” by selecting Menu > Remove Restrictions (Figure 5). This menu option removes all of the buy-from location assignments.

Figure 5 - "Unrestricting an Organization's Vendor Buy-From Locations

When no restrictions are defined for a vendor and organization, all buy-from locations are available for selection. The default buy-from location identified on the vendor record is used for purchase orders.

Requisition Lines for Non-File Items

When you create a non-file requisition line, the system checks the availability of buy-from locations for a vendor in the department’s supplying organization.

• When you click the prompt on the Vendor field and select a vendor, the organization’s default buy-from location appears in the Buy From Location field. You can select another buy-from location, if another is specified for the organization (Figure 6).
• When you click the prompt on the Buy From Location field, only the available buy-from locations are displayed (Figure 6).

Figure 6 - Available Buy-From Locations for a Non-File Requisition Line

Purchase Orders

When you create a manual purchase order, the system checks the availability of buy-from locations for the purchasing organization for the selected vendor.

• When you select a Vendor whose buy-from locations are restricted for the purchasing organization, the default buy-from location is appears.
• When you click the Buy From Location field prompt, only the available buy-from locations appear if the purchasing organization is restricted (Figure 7).

Purchase orders that are automatically generated for stock and non-stock items from requisitions or from the response formula do not undergo the check for restricted buy-from locations since these types of purchase orders are created for a specific buy-from location.

Figure 7 - Available Buy-From Locations for a Manual Purchase Order

Purchase Order Moves

When you move purchase order lines to a new PO, the system checks the availability of buy-from locations in the purchasing organization.

• If you select a vendor that has restrictions on buy-from locations for the purchasing organization, the organization’s default buy-from location is automatically entered in the Buy From Location field.
• When you click the Buy From Location field prompt, only the available buy-from locations appear if the purchasing organization is restricted.

Consolidated Item Add

In creating a new item from Consolidated Item Add, the system checks the availability of the vendor's buy-from locations in the inventory’s organization. If buy-from locations are not restricted, the vendor's default buy-from location is used and all other buy-from locations are available.

If restrictions are found,

• The organization’s default buy-from location for the vendor is automatically entered in the item's Buy From Location field.
• When you click the prompt on the Buy From Location field, only the available buy-from locations are displayed.
  

Multi-Sourced Item Vendors

For multi-sourced items, when you create a new item vendor, the system checks for the availability of the vendor buy-from locations in the inventory’s organization.

• If you select a vendor that has restrictions on buy-from locations for the purchasing organization, the organization’s default buy-from location is automatically entered in the Buy From Location field.
• When you click the prompt on the Buy From Location field, only the available buy-from locations are displayed.

Setting an Item to Multi-Source

When you change an item from single-source to multi-source, the system checks each new item vendor’s buy-from location for its availability in the inventory’s organization. When the buy-from location is not available, the vendor buy-from location is not copied nor defined as valid for the item at the inventory location. In this case, the item inventory record is set to Multi-Source and Incomplete. No item vendors are created because none are valid.

As a result, an item may occasionally be left in the Inactive status when the primary supplier item vendor is not copied. To resolve the problem, open the new list of item vendors for the multi-sourced item and set a new Primary Supplier. You can then set the item inventory record back to Active, if needed.

Quick Credits

When you create a “Return to Vendor Credit”, “Department to Department Credit”, or “Department Cost Adjustment” Quick Credit, the system now checks for the availability of “To” buy-from locations for a vendor in the purchasing organization.

• When you prompt on a “To” Vendor field that has restricted buy-from locations for the purchasing organization, the organization’s default buy-from location is automatically entered in the Quick Credit’s “To” Buy From Location field.
• When you prompt on a “To” Buy-From Location field for a purchasing organization that has restrictions on buy-from locations, only the available buy-from locations are displayed.

“Department to Inventory Credit” Quick Credits do not check for restricted buy-from locations since there are no vendors or buy-from locations to select or set.

Item Mass Maintenance/Item Import

Importing item vendor information using the Mass Item Import tool includes a check for the availability of buy-from locations for a vendor in the inventory’s organization. The system performs the check to ensure that the buy-from location entered is not restricted. An error is logged when the buy-from location is restricted.

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