Setup of AVA's on a released product

Dawid Kaczmarek Updated by Dawid Kaczmarek

Figure 2: Advanced vendor approval list

AVA ID's can be setup with a lot of detailed AVA information. When creating a purchase order line for an item setup for AVA control or advanced AVA control, the logic will search the two systems for AVA records that match the vendor/item/date information from the purchase order line.

- For AVL control: If an AVL record can be found, the control setup for the item will pass and the purchase order line can be saved.

- For advanced Vendor Approval control: If one of the found AVA ID's is marked as 'Primary', this AVA ID will be transferred to the purchase order line and information of AVA Id, Site, Warehouse, Manufacturer, Country of origin, Customer, End customer country – will be transferred to the purchase order line. The control setup for the item will pass and the purchase order line can be saved. If the purchase order line is for an item requiring a Batch number at creation, information of Manufacturer, Country of origin, Customer, End customer country will also be transferred to the Batch Id – This data is the actual data entered upon registration against a PO line and may differ from the data on the PO line.

Number sequence for AVA

In the form 'Advanced vendor approval setup' the number sequence is used to allocated unique number for the AVA ID can be setup:

Path: [Accounts payable/Setup/Advanced vendor approval – Advanced vendor approval setup]

Figure 3: Approved vendor approval number sequence

Approval of AVA records

An approval framework for AVA data is available. The framework provides the possibility to decide whether approval of AVA ID's is mandatory or not. If approval of AVA ID's is mandatory, only AVA ID's that have been approved can be used in the purchase process.

The setup to control approval/no approval for AVA ID's, can be found in [Accounts payable/Setup - Advanced vendor approval setup]

Figure 4: Adv. vendor approval parameters

Mandatory approval of AVA: If setup with value YES, it will not be possible to create a purchase order line, using an AVA ID that is not approved. Trying to do this will result in an error, and the update will be cancelled.

Edit approved AVA: If setup with value YES, it will be possible to edit AVA ID records that are approved. If setup with value NO, approval of AVA ID records will prevent editing of the record.

When working with AVA ID records, the approval and removal of approval can be performed from the forms showing the AVA ID, by use of the menu [Approval]. The approval and information of the worker performing the approval, can be seen for each AVA record.

Figure 5: AVA approval

Primary

The AVA ID can for each combination of vendor, manufacturer, country of origin and period of time, hold information of which of the AVA records that are the primary. Only one with the same combination of item and vendor account can be the primary within the same time interval.

The primary AVA ID will be chosen by the master planning for planned purchase orders, and at manual creation of purchase order lines and purchase agreement lines but can be changes manually to another applicable record.

Agent

The AVA ID can be setup to handle the vendor as an agent, with the vendor account used to setup information of the agent. The agent is used as vendor account for purchase orders and are part of planned purchase orders when setup as primary vendor for an item.

When the vendor for an AVA ID is setup as an agent, information of the manufacturer is mandatory, as this account will be used as the invoice account.

Manufacturer

Information of a manufacturer for an AVA ID, is a reference to a vendor account used to setup information of the manufacturer. The manufacturer is used as invoice account when the AVA ID handles the vendor as an agent and is not part of planned purchase orders.

When information of specific manufacturer site address (each manufacturer can have more than one manufacturing site address) are available, the defined address can be chosen, selecting an address will also fill in the Country code in field Country of origin.

Country of origin

Information of country of origin can be setup, to hold information of the origin for the item, when purchased at a certain vendor. This is a reference to the existing framework for information of country and regions.

Customer

Expected end customer for the item when purchased using this AVA ID

End customer country

Expected end customer country for the item when purchased using this AVA ID

How did we do?

Advanced Vendor Approval (AVA)

Source and destination control

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