This topic explains the defaulting rules for purchase orders created using forms.
For information about defaulting rules for:
Key attributes in Buyer Work Center (BWC) purchasing documents, see: Entering Preferences for Buyer Work Center Purchasing Documents
Purchaser orders or agreements created using Purchasing Document Open Interface (PDOI), Buyer Work Center (BWC), and AutoCreate, see: Defaulting Rules in Purchase Orders and Agreements Created Using PDOI, BWC, and AutoCreate
Purchasing uses a comprehensive defaulting mechanism to provide most required purchase order information and minimize document creation time. For example, when you are entering a standard purchase order and you want only one shipment and distribution for each purchase order line, you do not need to navigate beyond the Lines tabbed region unless you want to change the default information in the shipments and distributions that Purchasing automatically creates.
Note that the Account Generator may be unable to build accounts for a number of reasons related to defaults. For example, if you have entered a one-time item and there is no default account for your user or category. In this case, you must enter distributions in the Distributions window.
The Purchase Order Default Matrix uses the following conventions:
"Default" in this context means that Purchasing provides this information for you. It does not mean that you can always change the defaulted information.
When options are listed as 1-2-3, Purchasing looks first for the option specified as 3. If new information is provided, or if information is not available in this source, Purchasing uses the next source. For example, when defaulting the currency to a standard purchase order header, Purchasing first provides the currency specified in the Financials Options window. When you specify a supplier, Purchasing updates the currency based on the supplier's default currency. Finally, when you specify a supplier site, Purchasing updates the currency accordingly.
For Releases, "Source Agreement" refers to Blanket Purchase Agreements or Planned Purchase Orders, as appropriate.
The Last Acceptance Date is calculated using the Promised Date if available. Otherwise, Purchasing uses the Need-By date.
Purchasing provides a GL Date only if you are using encumbrance.
The following abbreviations are used in the matrix:
OSP Outside Processing
PO Opt Purchasing Options
Purchase Order Header Defaulting Rules
| Header Information | Standard | Planned | Blanket | Contract | Release |
|---|---|---|---|---|---|
| Purchase Order Type | Value = "Standard" | Value = "Blanket" | |||
| Buyer | User name (must be buyer) | User name (must be buyer) | User name (must be buyer) | User name (must be buyer) | User name (must be buyer) |
| Currency - 1 | Primary Ledger | Primary Ledger | Primary Ledger | Primary Ledger | Source Agreement (not changeable) |
| Currency - 2 | Supplier | Supplier | Supplier | Supplier | |
| Currency - 3 | Supplier Site | Supplier Site | Supplier Site | Supplier Site | |
| Supplier | Source Agreement (not changeable) | ||||
| Supplier Site | From supplier if only 1 "Purchasing" site exists | From supplier if only 1 "Purchasing" site exists | From supplier if only 1 "Purchasing" site exists | From supplier if only 1 "Purchasing" site exists | Source Agreement (not changeable) |
| Supplier Contact | From site if only 1 contact exists | From site if only 1 contact exists | From site if only 1 contact exists | From site if only 1 contact exists | |
| Confirm Order | Value = "No" | Value = "No" | Value = "No" | Value = "No" | |
| Ship To Location - 1 | Financials Options | Financials Options | Financials Options | Financials Options | Source Agreement (not changeable) |
| Ship To - 2 | Supplier | Supplier | Supplier | Supplier | |
| Ship To - 3 | Supplier Site | Supplier Site | Supplier Site | Supplier Site | |
| Bill To Location - 1 | Financials Options | Financials Options | Financials Options | Financials Options | Source Agreement (not changeable) |
| Bill To - 2 | Supplier | Supplier | Supplier | Supplier | |
| Bill To - 3 | Supplier Site | Supplier Site | Supplier Site | Supplier Site | |
| Payment Terms - 1 | Financials Options | Financials Options | Financials Options | Financials Options | Source Agreement (not changeable) |
| Pay Terms- 2 | Supplier | Supplier | Supplier | Supplier | |
| Pay Terms- 3 | Supplier Site | Supplier Site | Supplier Site | Supplier Site | |
| Freight Terms - 1 | Financials Options | Financials Options | Financials Options | Financials Options | Source Agreement (not changeable) |
| Frt Terms - 2 | Supplier | Supplier | Supplier | Supplier | |
| Frt Terms - 3 | Supplier Site | Supplier Site | Supplier Site | Supplier Site | |
| Ship Via - 1 | Financials Options | Financials Options | Financials Options | Financials Options | Source Agreement (not changeable) |
| Ship Via - 2 | Supplier | Supplier | Supplier | Supplier | |
| Ship Via - 3 | Supplier Site | Supplier Site | Supplier Site | Supplier Site | |
| FOB - 1 | Financials Options | Financials Options | Financials Options | Financials Options | Source Agreement (not changeable) |
| FOB - 2 | Supplier | Supplier | Supplier | Supplier | |
| FOB - 3 | Supplier Site | Supplier Site | Supplier Site | Supplier Site | |
| Rate Type | Purchasing Options | Purchasing Options | Purchasing Options | Purchasing Options | Source Agreement (not changeable) |
| Effective Date | Source Agreement (not changeable) | ||||
| Expiration Date | Source Agreement (not changeable) | ||||
| Minimum Release Amount | Purchasing Options | Purchasing Options | |||
| Notification Control Expiration Date | Terms and conditions expiration date | Terms and conditions expiration date | Terms and conditions expiration date | ||
| Acceptance Required | Value = "None" | Value = "None" | Value = "None" | Value = "None" | Value = "None" |
| Transportation Arrainged - 1 | Source Agreement | Source Agreement | Source Agreement | Source Agreement | |
| Transportation Arrainged - 2 | Supplier Site | Supplier Site | Supplier Site | Source Agreement | |
| Release Number | Existing number + 1 | ||||
| Release Date | Today's date |
Purchase Order Line Defaulting Rules
| Line Information | Standard | Planned | Blanket | Contract | Release |
|---|---|---|---|---|---|
| Line Type | Purchasing Options | Purchasing Options | Purchasing Options | ||
| Category - 1 | Line Type | Line Type | Line Type | ||
| Category - 2 | Item | Item | Item | ||
| UOM - 1 | Line Type | Line Type | Line Type | ||
| UOM - 2 | Item | Item | Item | ||
| Unit Price - 1 | Line Type | Line Type | Line Type | ||
| Unit Price - 2 | List Price | List Price | List Price | ||
| Unit Price - 3 | Source document specified in Supplier-Item Attributes window | Source document specified in Supplier-Item Attributes window | Source document specified in Supplier-Item Attributes window | ||
| UN Number | Item | Item | Item | ||
| Hazard Class | Item | Item | Item | ||
| OSP UOM Type | Item | Item | Item | ||
| List Price | Item | Item | Item | ||
| Market Price | Item | Item | Item | ||
| Price Type | PO Preferences | PO Preferences | PO Preferences | ||
| Allow Price Override | Value = "No" | Value = "No" | |||
| Promised Date | PO Preferences | PO Preferences | PO Preferences | Source Agreement (not changeable) | |
| Need-By Date | PO Preferences | PO Preferences | PO Preferences | Source Agreement (not changeable) | |
| Transaction Nature | PO Preferences | PO Preferences | PO Preferences | ||
| Price Break Type | PO Preferences |
Purchase Order Shipment Defaulting Rules
| Shipment Information | Standard | Planned | Blanket | Contract | Release |
|---|---|---|---|---|---|
| Ship-To Organization - 1 | Financial System Options (blanket releases only) | ||||
| Ship-To Org - 2 | Financial System Options | Financial System Options | Agreement Header's Ship-To locations organization | Source Agreement (not changeable) (blanket releases only) | |
| Ship-To Org - 3 | PO Preferences - Validated against item | PO Preferences - Validated against item | Agreement Header's Ship-To locations organization | PO Preferences - Validated against item (blanket releases only) | |
| Ship-To Location | PO Preferences - Validated against validated organization | PO Preferences - Validated against validated organization | Agreement Header | Source Agreement (not changeable) | |
| Promised Date - 1 | Lines | Lines | Lines | Lines | |
| Promised Date - 2 | PO Preferences | PO Preferences | PO Preferences | PO Preferences | |
| Need-By Date - 1 | Lines | Lines | Lines | Lines | |
| Need-By Date - 2 | PO Preferences | PO Preferences | PO Preferences | PO Preferences | |
| Receipt Close Tolerance - 1 | Purchasing Options | Purchasing Options | Purchasing Options | ||
| Receipt Close - 2 | Line Type | Line Type | Line Type | ||
| Receipt Close - 3 | Item | Item | Item | ||
| Invoice Close Tolerance - 1 | Purchasing Options | Purchasing Options | Purchasing Options | ||
| Invoice Close - 2 | Item | Item | Item | ||
| Invoice Matching (2, 3, 4 Way) - 1 | Purchasing Options | Purchasing Options | Purchasing Options | ||
| Invoice Match - 2 | Supplier | Supplier | Supplier | ||
| Invoice Match - 3 | Line Type | Line Type | Line Type | ||
| Invoice Match - 4 | Item (Validation Org) | Item (Validation Org) | Item (Validation Org) | ||
| Invoice Match - 5 | Item (Ship-To Org) | Item (Ship-To Org) | Item (Ship-To Org) | ||
| Accrue on Receipt - 1 | Else = Receipt Required Value | Else = Receipt Required Value | Else = Receipt Required Value | ||
| Accrue on Rct - 2 | No, if Consigned Flag is checked | ||||
| Accrue on Rct - 3 | No, if PO Opt expense accrual is "Period End" | No, if PO Opt expense accrual is "Period End" | No, if PO Opt expense accrual is "Period End" | ||
| Accrue on Rct - 4 | Yes, if item is stockable in ship-to organization | Yes, if item is stockable in ship-to organization | Yes, if item is stockable in ship-to organization | ||
| Accrue on Rct - 5 | Yes, if line type is OSP | Yes, if line type is OSP | Yes, if line type is OSP | ||
| Enforce Ship-To Location - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Enforce Ship-To - 2 | Supplier | Supplier | Supplier | ||
| Enforce Ship-To - 3 | Item | Item | Item | ||
| Allow Substitute Receipts - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Substitute Rct - 2 | Supplier | Supplier | Supplier | ||
| Substitute Rct - 3 | Item | Item | Item | ||
| Receipt Routing - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Receipt Routing - 2 | Supplier | Supplier | Supplier | ||
| Receipt Routing - 3 | Item | Item | Item | ||
| Quantity Received Tolerance - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Qty Received - 2 | Supplier | Supplier | Supplier | ||
| Qty Received - 3 | Item | Item | Item | ||
| Quantity Received Exception - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Rcvd Exception - 2 | Supplier | Supplier | Supplier | ||
| Rcvd Exception - 3 | Item | Item | Item | ||
| Days Early Receipt Allowed - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Days Early Rct - 2 | Supplier | Supplier | Supplier | ||
| Days Early Rct - 3 | Item | Item | Item | ||
| Days Late Receipt Allowed - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Days Late Rct - 2 | Supplier | Supplier | Supplier | ||
| Days Late Rct - 3 | Item | Item | Item | ||
| Last Accept Date | Promised Date + Days Late Receipt Allowed | Promised Date + Days Late Receipt Allowed | Promised Date + Days Late Receipt Allowed | ||
| Receipt Date Exception - 1 | Receiving Options | Receiving Options | Receiving Options | ||
| Receipt Dte Exc - 2 | Supplier | Supplier | Supplier | ||
| Receipt Dte Exc - 3 | Item | Item | Item | ||
| Shipment Price | Source Agreement (not changeable) | ||||
| Country of Origin - 1 | Supplier Site | Supplier Site | Supplier Site | ||
| Cntry of Origin - 2 | Approved Supplier List | Approved Supplier List | Approved Supplier List (blanket releases only) | ||
| Consigned Flag | Approved Supplier List |
Purchase Order Distribution Defaulting Rules
| Distribution Information | Standard | Planned | Blanket | Contract | Release |
|---|---|---|---|---|---|
| Destination Type - 1 | If line type is OSP = "Shop Floor" | If line type is OSP = "Shop Floor" | If line type is OSP = "Shop Floor" | ||
| Destination Type - 2 | If item stockable in ship-to org. = "Inventory" | If item stockable in ship-to org. = "Inventory" | If item stockable in ship-to org. = "Inventory" | ||
| Destination Type - 3 | If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" | If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" | If item stockable in ship-to org, and purchasable and Accrue on Receipt is No ="Expense" | ||
| Destination Type - 4 | If item is NOT stockable = "Expense" | If item is NOT stockable = "Expense" | If item is NOT stockable = "Expense" | ||
| Requestor | PO Preferences | PO Preferences | |||
| Deliver-To Location - 1 | PO Preferences if valid for ship-to org and item | PO Preferences if valid for ship-to org and item | Requestor's location | ||
| Deliver-To Loc - 2 | Requestor's location | Requestor's location | Requestor's location | ||
| Project Details | PO Preferences | PO Preferences | PO Preferences | ||
| Rate Date | PO Header | PO Header | Source Agreement (not changeable) | ||
| GL Date | PO Preferences | PO Preferences | Today's date if in valid period; else null | ||
| Accounts | Account Generator | Account Generator | Account Generator | ||
| Recovery Rate | Tax Code | Tax Code | Tax Code | ||
| Requisition Information - 1 | PO Preferences | PO Preferences | |||
| Requisition Information - 2 | Source Requisition (Online) | Source Requisition (Online) | Source Requisition (Online) |