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Last Post 08/07/2017 11:28 AM by  LaDora
Using PO Codes on PO20
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Ellen T
Sr Systems Analyst Lawson
ProMedica Health System
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05/06/2013 3:04 PM
    We have been using PO Codes on purchase orders for some time now (i.e., service, capital, etc), but due to new managers in AP and PO, we are having the discussion of whether they provide benefit.  Of course those of us who have used them think they do.

    Does anyone else use them and what are your thoughts about them?  Do you use them for vendors that are faxed or go out EDI?  Do you have problems in that area.  Would you recommend them to others?

    All answers, pro or con, would be helpful.

    Thanks
    Ellen
    Michelle Wetzel
    Lawson Procurement Systems Specialist
    Carle Foundation Hospital
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    05/06/2013 3:16 PM
    We use PO codes extensively in our system.

    Some background: We've been live on Lawson since 2008. We have 28 internal companies and to make it easier on AP and receiving, we start each of our PO numbers with the two digit company code (i.e. a company 20 would be 2000365 and a company 19 PO would be 1912345).

    We use PO Codes mostly for Accounting to tell how to handle the PO. If it is a DRP (drop ship) PO, the code is DRP which means when they enter the invoice, the clerk will choose handling code DROP. Same for Service. We have one that is a PMT code. PMT means the handling code is SVC for service but you don't have to send this one out for further approval since it is an ongoing monthly payment. SVC types of service are sent on to the department to approve that the service was actually completed.

    We have codes for straight capital (CAP), mixed capital with service (CAPS), and large building projects that require special handling.

    Basically, we use the codes as a communication device between Accounting and Purchasing. They don't have any real functionality, but they are a quick way for Accounting to figure out how to handle the invoice.

    We haven't had any real issues in getting the vendors to comply. The only annoying part is the middle zero that prints in the PO (we don't use releases) and occasionally confuses the vendor into adding it on the invoice.

    Sheri
    MMIS Specialist
    Holland Hospital
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    05/07/2013 8:38 AM
    We use PO Codes as well, this provides a PO structure which is easily identified (to determine the type of PO) within our organization.
    Using the PO Code and the automatic po numbering option from PO01, we can group the PO's by PO code and Number.
    CAP (auto #'s starting with a 7)
    CAPS (auto #'s starting with a 6)
    SERV (auto #'s starting with a 5)
    Kat V
    Sr Supply Chain System Analyst
    South Broward Hospital District
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    05/29/2013 12:53 PM
    "Me Too"ing the use of codes to route invoices - We use Capital, Construction, Construction Services, Service Contracts, R&M, Hurricane Consignment and HERSA Grants. We tie them to PO ranges which mitigates any issues with them not being used on EDI or other vendor invoices.
    LaDora
    Materials Management Supervisor
    Glendive Medical Center
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    08/07/2017 11:28 AM
    End user here.....
    How do you set up to do a service PO? I have tried and tried, but AP is having issues matching. The most common error is "Vendor Agreement Does Not Exist". I did set up a vendor agreement (PO25) but I must have done it wrong. If anybody has a step by step they'd like to share, I'd be eternally grateful.
    Thank You
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