RDA Systems Inc

What This Process Does

• Types of Sites – Order and Receive:
  • Order Sites (Source ID) order the purchase order merchandise.
  • Receive Sites (Ship To ID) receive the purchase order merchandise.
  • Both types of sites are added through the Purchase Order Setup Submenu → Purchase Order Sites. If you are not using Source ID, you will only be setting up Receive Sites

• If the Site ID has an address, the address will be displayed on the PO for the SHIP TO Address.

• If the Site ID address is blank, the phrase Same as Remit To displays on the PO for the Ship To Address. (This refers to the REMIT BILL TO information at the top of the PO)

• If some, or all, of the PO Sites should be the same as the Locations that exist in Position Tracking, select Copy Position Locations to Sites (from Purchase Orders → Setup). Then access the Site ID to update information that was copied, as needed.

Add PO Sites

1. Purchase Orders → Setup → PO Sites
2. Click Add.
3. Type in a unique Site ID.
4. Enter Address 1 as the Name of the Site
5. Enter the Address 2, Address 3, City, State, Zip, Phone, and Fax.
6. Active flag - Set to true
7. Order flag -
   • Set to true if this site orders the merchandise.
   • The purpose of this flag is to control the sites that appear in the Source Identification browse during the Add PO process. Only sites with a TRUE Order flag display in the browse.
8. Receive flag -
   • Set to true if this site receives the merchandise.
   • The purpose of this flag is to control the sites that appear in the Ship To Site Identification browse during the Add PO process. Only sites with a TRUE Order flag display in the browse.
9. Approve By –
   • Displays only if the GSV Require Approval is true.
   • Select the user responsible for approving POs at the selected site. (The user must also have security allowing him/her to approve.)
10. Approval Type –
    • Displays only if the GSV Require Approval is true.
    • Defaults to the Approval Type selected in GSV.
    • Change if necessary.
    • Choices are:
      • Tiered Approval – Approval required at the Account Manager, Site Manager, Clerk, and Financial Officer lever.
      • Simple Approval – Only approval required is the Final Approval.
      • No Approval – For purchase orders associated with this site, no approval is required in order to move the purchase order through the process.
11. Prefix -
    • Enter the Prefix for this Site. (Can be alpha and/or numeric)
    • Examples:
      • Home Office - Prefix = 01
      • District Office - Prefix = 02
    • If managing PO IDs and Prefix Type selected in GSV is:
      • Ship To:
        • The Add PO process looks at the purchase order's selected Site ID (Site receiving the merchandise)
        • It accesses the Site's master in Setup to determine the Site's Prefix.
        • It then looks for the group of PO IDs with the same prefixes and assigns the next PO ID from that group of PO IDs.
        • Order:
          • The Add PO process looks at the purchase order's selected Source ID (Site ordering the merchandise).
          • It accesses the Site's master in Setup to determine the Site's Prefix.
          • It then looks for the group of PO IDs with the same prefixes and assigns the next PO ID from that group of PO IDs.
12. Click Save.