Controls during purchase process

Article • 4/29/2023 • 2 min read

The purpose of setting up purchase compliance documents is to ensure that the relevant compliance documents are available and/or approved by the person responsible for buying from the specific vendor.

To ensure the presence and authorization of these documents, verification checks must be performed during various stages of the end-to-end procurement process, specifically at the time of purchase order release, purchase order receipt, or purchase order invoicing.

An error occurs when the purchase compliance document must be approved. The error message is shown in the case that the purchase compliance document is “Applicable” and has the approval status “To Approve”.

The following scenarios can occur:

When releasing a purchase order and the purchase compliance document has been set up with the control type “Order Control”.
When posting a purchase order for receipt and the purchase compliance document has been set up with the control type “Receipt Control”.
When registering an inventory put-away or posting a warehouse receipt with a source document that contains a purchase compliance document with the control type “Receipt Control”.
When releasing a purchase invoice and the purchase compliance document has been set up with the control type “Invoice Control”.
When posting a purchase order for invoice and the purchase compliance document has been set up with the control type “Invoice Control”.
When posting a purchase invoice and the purchase compliance document has been set up with the control type “Invoice Control”.

Because the same checks are executed when managing the purchase return process, the following scenarios can occur:

When releasing a purchase return order and the purchase compliance document has been set up with the control type “Order Control”.
When posting a purchase return order for shipment and the purchase compliance document has been set up with the control type “Receipt Control”.
When registering an inventory pick or posting a warehouse shipment with a purchase return order as a source document that contains a purchase compliance document with the control type “Receipt Control”.
When releasing a purchase credit memo and the purchase compliance document has been set up with the control type “Invoice Control”.
When posting a purchase return order for invoice and the purchase compliance document has been set up with the control type “Invoice Control”.
When posting a purchase credit memo and the purchase compliance document has been set up with the control type “Invoice Control”.