Topic overview

This document describes the procedures for handling the “Purchasing view in Items application. The procedures contain instructional steps for creating purchasing data, for instance.

Add purchasing item

Preconditions

In a multi-site or single-site environment with activated content-based authorizations, the selected organization must be a purchasing organization. Only the users assigned to the organization responsible for the item can generate new usages of an item.

Instructions

1. Open the Items application and switch to “Purchasing view.
2. Open the item you want to enter as purchasing item.
3. If required, change the usage status of the purchasing item in the work pane under General tab. You can choose between Released and Blocked statuses.
4. Select Purchasing item classification 1 in Classifications panel, in Classification 1 field.
5. Define classification in Statistical Data tab.
6. If required, fill out the other fields with the desired purchasing data
7. Click on [Save] button on the standard toolbar.

Add new version of a purchasing item

You can generate a new version for items of the following material types:

• Inventory item
• Storage units
• Variant items

Preconditions

In order to generate a new version, it is important for the item to have a purchasing item. In a multi-site environment, the selected organization should have accepted the data processing.

Instructions

1. Open the Items application and switch to “Purchasing view.
2. Open the item for which you want to enter a new version.
3. In a multi-site environment, select the organization for which you are editing the item.
4. Click on [New version] button on the standard toolbar.
   A new version of the purchasing item will be generated.
5. Enter a future date from which the purchasing item will be valid in the Valid from field.
6. Click on [Save] button on the standard toolbar.

• The new purchasing item version will be saved.

Delete a purchasing item

Purchasing items are not deleted directly and must first be marked for deletion. Only those versions of purchasing items that have their entirety of their validity period in the future can be deleted directly, since they have not been used yet.

[Indicator] If the purchasing data of a reference item for a certain organization is marked for deletion, the variant items for this organization are also marked for deletion. [/indicator]

Mark a purchasing item for deletion

Preconditions

The purchasing item has not been marked for deletion yet.

Instructions

1. Open the Items application and switch to “Purchasing view.
2. Open the purchasing item to be marked for deletion.
3. In a multi-site environment, select the organization for which you are editing the item.
4. Click on [Mark for deletion] in the standard toolbar.
5. A warning dialog window opens if more than the opened purchasing data are affected by the action. Confirm the warning if you want to insert deletion mark for the purchasing item.

• The purchasing item is marked for deletion and saved.

Unmark purchasing item for deletion

Preconditions

The purchasing item has been marked for deletion. In a variant item the mark for deletion can be removed only if the purchasing data of the related reference items have not been marked for deletion.

Instructions

1. Open the Items application and switch to “Purchasing view.
2. Open the purchasing item you want to unmark for deletion.
3. In a multi-site environment, select the organization for which you are editing the item.
4. Click on [Unmark for deletion] in the standard toolbar.

• Deletion flag will be removed from the purchasing item.

Delete a purchasing item version

Preconditions

A purchasing item data version, that will be valid only in the future, exists.

Instructions

1. Open the Items application and switch to “Purchasing view.
2. Open the purchasing item whose future version you want to delete.
3. In a multi-site environment, select the organization for which you are editing the item.
4. Using the [Next] and [Back] buttons browse in the Valid from field and switch to a future version of the purchasing item to be deleted.
5. Click on [Delete] button on the standard toolbar.

• The new purchasing item version will be deleted.

Change the utilization status of a purchasing item

You can change the usage status of a purchasing item by either releasing or blocking it.

Instructions

1. Open the Items application and switch to “Purchasing view.
2. Open the purchasing item whose usage status is to be changed.
3. In a multi-site environment, select the organization for which you are editing the item.
4. Change the value of the Usage status field to Released or Blocked.
5. In case of a block, enter a future date when the purchasing item can first be used in the Blocked till field.
6. Click on [Save] button on the standard toolbar.

Accept purchasing item data for selected organization

Preconditions

This functionality exists only in a multi-site environment or if Content-based authorizations are activated in a single-site environment.

Instructions

1. Open the Items application and switch to “Purchasing view.
2. Select the organization for which you want to accept the purchasing item.
3. Select the organization for which you want to accept the purchasing item.
4. Click on [Accept data for the selected organization] in the standard toolbar.
5. Click on [Save] button on the standard toolbar.

• The purchasing data is accepted for the selected organization.

Accept data processing for the selected organization

Instructions

1. Open the Items application and switch to “Purchasing view.
2. . Open the item for which you want to accept purchasing data processing.
3. Select the organization for which you want to accept the purchasing item.
4. Click on [Accept data processing for the selected organization] in the standard toolbar. The purchasing data can be processed for the selected organization.
5. Change the purchasing data, if desired.
6. Click on [Save] button on the standard toolbar.