Setup for Advanced Customer Approval

Dawid Kaczmarek Updated by Dawid Kaczmarek

Some parameters must be setup before using the Advanced customer approval/Customer exclusion list functionality.

Item model group

Path: Inventory management/Area page/Setup/Inventory/Item model group – fast tab Extended setup – Approved customer check method Setting up the requirement for ACA control for an item is done using the item model group, but can be changed on the released product:

Figure 2: Setup of check method for Approved Customer List on item model group

The approved customer check method can be setup to control sales order lines in different ways:

No check: No control for valid ACA setup is carried out.

Warning only: Control for valid ACA is carried out, and a warning is shown when creating a sales order (or agreement/Quotations) line for an un-approved customer. But the sales order line CAN be created/saved.

Not allowed: Control for valid ACA is carried out, and an error is shown when creating a sales order (or agreement/Quotations) line for a not approved customer. The sales order line can NOT be created/saved without a valid ACA ID

When creating new items, the ACA check method is inherited from the item model group to the item. The ACA check method can be changed for the individual item, independently from the value setup for the item model group.

The ACA check method for an item can be found in [Product information management / Common / Released products – fast tab Sell – Approved customer check method] where the primary customer information also can be setup.

The Primary customer information is for information purposes only and is also controlled by the setup for approved customer.

Figure 3: Setup of check method for Approved Customer List on item

The lookup for primary customer, will have the possibility to choose customers, using one of the four tab-pages for customers. This does also include the tab page for approved customers.

Figure 4: Lookup for primary customer

Before creating any ACA records, a number sequence must be setup for generation of the ACA Id. The setup is available in [Account receivable / Setup / Advanced Customer approval – Advanced Customer approval setup]

Figure 5: Number sequences for Advanced customer approval

The ACA and Customer exclusion list setup for an item, from the tab page – Sell

Figure 6: Setup of Approved Customer List on item Figure 7: Setup of Approved Customer List

ACA can be setup for an item, to one or more customers and country/region, valid for a specific period of time and to be supplied from a specific Site/Warehouse. NOTE: When using ACA data on sales order lines, control for selected country/region will be performed against country/region for the delivery address for the sales order, not the main address for the customer.

An ACA record for a 'blank' Country/region code can exist at the same time as one for a stated country/Region code with the same customer and overlapping date intervals.

An ACA record for a 'blank' Customer code can exist at the same time as one for a stated customer code with the same country/Region and overlapping date intervals.

An ACA record for a 'blank' Site/Warehouse setup, can exist at the same time as one for a stated Site/Warehouse setup with the same settings and overlapping date intervals.

The most detailed primary ACA record will be chosen automatically when creating sales order lines using ACA. If more available ACA records exists for the sales order line, those can be selected manually if needed.

ACA for a customer can be accessed from the fast tab [Sell] in the form ‘All customers’.

Figure 8: See Approved Customer List from a customer

This will show all items allowed to be sold to the customer

Figure 9: Approved Customer List by customer

When creating a sales order line for the item, the ACA is controlled according to the chosen check method for the item, and information from the ACA is transferred to the sales order line (ACA Id, Manufacturer, Country/region of origin, End customer country).

When the check method is setup to be "Warning", the following infolog is shown to the user when creating a sales order line to a customer not found in the ACA. The sales order line is created .

If there is a valid ACA for the customer/item combination but not a ‘Primary’ one, you will have to select one, if you do not select one the flowing message is shown: Figure 10: Warning for missing ACA ID

When the check method is setup to be "Not allowed", the following infolog is shown to the user when creating a sales order line to a customer not found in the ACA. The sales order line is NOT created .

Figure 11: Error for missing ACA ID

When the ACA control carried out passes, and the item therefore is allowed for the customer, no information is shown to the user.

When creating a sales order line using ACA information, several information from the chosen ACA ID will be transferred to the sales order line. The following data will be transferred if available:

  • ACA Id
  • Manufacturer
  • Country/region of origin
  • End customer country
  • Site (this will override default setting for the sales order and product)
  • Warehouse (this will override default setting for the sales order and product)

The control for ACA is performed for each of the following processes when working on a sales order or working on a sales order line:

  • Create a new sales order line
  • Change of country/region (On the header à Inherited to the lines, or directly on the lines)
  • Change of requested ship date (On the header à Inherited to the lines, or directly on the lines)
  • Change of confirmed ship date (On the header à Inherited to the lines, or directly on the lines)

Using the following functions for a Sales order line, will also find and use ACA data:

  • Using one of the "Copy" functions.
  • Using the "Explode BOM lines" functions.
  • Using the "Supplementary items" functions.
  • Using the "Add lines" functions.
  • Using the "Add products" functions.

Approval parameters

An approval framework for ACA ID's is available. The framework provides the possibility to decide if approval of ACA ID's is mandatory. If approval of ACA ID's is mandatory, only ACA records that are approved can be used in the sales process.

The setup to control approval requirement for ACA ID's can be found in [Accounts receivable / Area page / Setup / Advanced customer approval / Advanced Customer approval setup]

Figure 15: ACA approval parameters

Mandatory approval of ACA: If marked YES, it will not be possible to create a sales order line, using an ACA ID that is not approved. Trying to do that will result in an error, and the update will be canceled. Only approved ACA records will be shown in lookup forms for ACA ID’s

Edit approved ACA: If marked YES, it will be possible to edit ACA records that are approved. If unmarked (default), approval of ACA records will prevent editing of the record and the approval must be revoked before editing of the record will be possible.

When working with ACA records, the approval and removal of approval can be performed from the forms showing the ACA ID's, by use of the menu [Approval]. The approval and information of the worker performing the approval, can be seen for each ACA record. Mandatory approval of CEL: If marked YES, it will not be possible to create a sales order line, using a combination CEL that is not approved. Trying to do that will result in an error, and the update will be canceled. Only approved CEL records will be shown in lookup forms for CEL records. If parameter is set to NO, an unapproved CEL record will not prevent an excluded combination. Edit approved CEL: If marked YES, it will be possible to edit CEL records that are approved. If un-marked, approved CEL records will prevent editing of the record and the approval must be revoked before editing of the record is possible.

Figure 16: ACA approval

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Printing sales order

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