PURCHASING

A new way to combine multiple documents into a single transaction—General availability

This idea came from you

In response to valuable customer input, we introduced a time-saving multi-document convert function for the Construction application last year. This functionality is now available to all Purchasing subscribers.

You can now simplify your workflow during conversion by combining multiple documents, or specific line items, into a single transaction. For example, when a supplier sends you an invoice for multiple orders, you can create a single Purchasing transaction from multiple converted documents, including specific line items.

What's changed

When you move a transaction through a Purchasing workflow, you convert one document to the next step, as defined in the corresponding purchase transaction definition. However, the workflow convert functionality only allows you to convert one full document at a time. Now you can choose to convert one or more purchasing documents at one time, including specific lines from different documents.

Example

You work with a subcontractor on multiple projects. When the subcontractor sends their AP supplier invoice for the month, it includes a charge for every project that they worked on. Each of the projects the subcontractor worked on has a purchase order or subcontract, created by your company. In Purchasing, you create an AR sales invoice and select Convert from an existing transaction to convert all the purchase order documents. Using the Source document ID and Source document line ID dropdown lists, you select the purchase orders, and, if required, the specific line items you want to include in a single payment transaction.

How it works

Step 1. Enable conversions for multiple source documents

Go to Purchasing > Setup > Configuration.
In the Enable functionality section, select the Enable conversions for multiple source documents checkbox.
Save your changes.

Step 2. Add a transaction definition for a Purchasing transaction

Go to Purchasing > Setup > More > Transaction definitions.
Select Add.
Enter information in the required fields.

For details about each field, go to Transaction definitions—Purchasing field descriptions.
In the Can be created from field, select all the document types that can be converted into a Purchasing transaction.
If applicable, enter information on the Posting configuration tab.

You can set user and user group permissions and document permissions on the Security configuration tab.
For multi-entity companies, specify the entity settings on the Entity settings tab.
Save your changes.

Step 3. Convert multiple documents or line items into a single Purchasing transaction

Go to Purchasing > All > Transactions and select Add (circle) next to the transaction type.
Select a Supplier.
Select Convert from an existing transaction.
Select a Purchasing transaction.

If you do not see the document that you want to convert, make sure that the document is included in the Can be created from transaction list.

If you only want to include specific line items from the selected transaction, in the Source document ID field, select a document.
Repeat steps 4 and 5 to include another document or document line item in the transaction.
Confirm the information on the transaction.
Save your changes.

Permissions and other requirements

Subscription	Purchasing
Regional availability	All regions
User type	Business Construction Manager Project Manager (create and convert only) Warehouse
Permissions	Purchasing transactions: List, View, Add, Edit, Delete