Sales compliance documents in sales order processing

When a new sales document (such as an order, return order, invoice, and credit memo) is created, the customer compliance documents and/or item compliance documents that are set up for the selected customer and item will be inherited into the sales compliance documents.

This gives insight into which compliance documents are valid during the sales process, and you can view and control the compliance documents linked to the sales document.

The sales compliance documents can only be viewed when you open them directly from the sales document.

1. Select the Search icon , enter Sales Order, and then choose the related link.
   The Sales Orders list page opens.
2. On the action bar, click New.
   The Sales Order card page opens.
3. On the General FastTab, in the Customer Name field, select the name of the customer.
4. On the Shipping and Billing FastTab, in the Ship-to Code field, select the address of the products on the shipped sales document.
5. On the Lines FastTab, in the Type field, select the item from the list.
6. In the No. field, select the desired No. from the list.
   The sales compliance documents are created when selecting the customer’s name, ship-to code, or item number.
   The applicability of the sales compliance documents is based on which items are selected on the sales order lines.
   You can view, edit or delete the sales compliance document that can be opened from the sales document.
7. On the Sales Order page, on the action bar, select Compliance Documents > Sales Compliance Documents. To know more, see View the sales compliance document.

The Sales Compliance Documents page opens.

View the sales compliance documents

The sales compliance documents are created when a new document is created, and the customer and/or item numbers are entered. The sales compliance documents inherit all the information set up on the Customer Compliance Documents and Item Compliance Documents page.

The following information is inherited: compliance document code, compliance document description, contact number, compliance document number, item number, item attribute values, contact person, expiration date, requested date, document date, and control type.

After the sales compliance documents are created, you can change their values (for instance, adding the expiration date and document number) and/or delete a sales compliance document. You can also manually add an additional sales compliance document. The same compliance document can be added multiple times to the sales document to enrich the sales document with additional information. For example, this feature benefits you when you are providing the same certificate that applies to yellow and green apples.

Adding new Sales Compliance documents

When you are creating the sales compliance documents by selecting a compliance document code, it inherits the following information from the selected compliance document: the compliance document code, description, and contact number. The information from the customer compliance documents is not inherited into newly created sales compliance documents.

1. On the Sales Order page, on the action menu, select Compliance Documents > Sales Compliance Documents to open the Sales Compliance Documents page.
2. In the Compliance Document Code field, select the code of the compliance document.
3. For more information on filling out the other fields, see Customer compliance documents.

Applicability of the sales compliance document

When the compliance document is set up for an item and for one or two specific item attributes, the applicability will be determined based on the sales lines when releasing/posting the sales document (or when manually checking the applicability with the Check Applicability function). The options include Applicable, Not Applicable, and Unknown.

After executing the Check Applicability function, it checks whether the created compliance documents are applicable to this sales document based on the current item lines in the sales document.

Visibility of applicable value on the sales compliance documents after executing the Check Availability function

On the Sales Compliance Documents page, on the action bar, select Check Applicability.

The value in the Applicable field is always set as Unknown since it first must be checked if the item number and item attributes correspond with the sales lines.

This function checks if the added compliance documents are applicable to this sales document based on the current item lines in the sales document.

In summary, one of the following scenarios occurs:

• Unknown - Initially, the applicability of all sales compliance documents is Unknown, regardless of whether they are created manually or automatically after choosing a customer or an item in the sales document.
• Applicable - When the combination of the selected item number, the Item attribute value 1, and the Item attribute value 2 on the sales compliance document match with the item in one or more of the sales lines.
• Not Applicable – When the combination of the selected item number, the Item attribute value 1, and the Item attribute value 2 on the sales compliance document does not match with the item in one or more sales lines.

For example, when the sales compliance document is set up with an item attribute value that is not assigned to one of the items present on the sales document line. The result is that the document is no longer included in the sales process, and there is no check on whether it is approved. There is no need to manually delete the sales compliance documents that do not apply, as they will be automatically filtered out.

Approval status of the sales compliance document

Approval of the sales compliance document is required when an order, receipt, invoice control, or shipment control is specified, and the compliance document is set to Applicable for this sales document. An error message appears when the compliance document is not yet approved during the sales process.

The sales compliance document’s approval status indicates whether it has been approved.

This feature helps you to ensure that the compliance document has been requested and/or that the appropriate attachment is attached before the sales process continues.

The Approval Status field is automatically changed after determining whether the sales compliance document is applicable, specifying whether or not approval is required. This is selected based on the value of the Control Type and Applicable fields combined:

• When the sales compliance document is Applicable, and the document has another option than No control needed (which implies that at some time control is needed), the Approval Status field will be changed to To approve.
• When the sales compliance document has been set up with the Control Type field as No control needed (which implies that no control is needed during the sales process), the Approval Status field will always be changed into No approval needed regardless of whether the line is applicable or not.
• When the sales compliance document is Not Applicable since none of the items on the sales document match the sales compliance document, the Approval Status field will also be changed to No approval needed.

After the sales compliance documents are created and checked on their applicability, you can change the value of the Approval Status field by using the Change Approval Status function. You can approve sales compliance documents that need to be approved. This will be helpful when the certificate/document has been received and checked for completeness and correctness by the person concerned when all the needed data is correctly added and filled in.

Approving the sales compliance documents prevents the system from generating errors and/or notifications later in the sales process.

1. On the Sales Compliance Documents page, on the action bar, select Change Approval Status.
   A dialog box appears with two options:
   • To Approve
   • Approved
2. Select the value of the Approval Status field from To approve to Approved from the sales compliance document and backward.
3. Click OK to close the dialog box.
   The Approval Status field has now changed to Approved on the Sales Compliance Documents page.