Purchase Order Approval Process

Description:  Purchase Order Approval Process

After running the conversion programs you will be able to start looking at the Purchase Order Approval process.
The Purchase Order Approval process begins when the buyer has made final adjustments to suggested order quantities and uses the F5=Approve order function. The buyer is then presented with the K3S_1050 screen (shown below), and types in any final P.O. messages, or uses other capabilities on the screen.  In this section we will discuss the following:

1)  Purchase Order # - How to use your own technique for determination

The Purchase Order # field in the K3S application is 10 bytes in length.

For some customers using the automatically assigned 5 digit value built within K3S is sufficient. This value is left justified into the 10 character field. Other customers would prefer to use their own techniques to assign a Purchase Order # when the buyer presses F5=Approve order.

K3S provides an exit point to perform this action.  The CLLE program K3S_7000CL which exists in source file QCLLESRC in library K3S_5MOD provides complete access to run your own programs for PO# generation.

You will see that this CLLE program calls an RPGLE program K3S_7000 to obtain the K3S assigned PO#.  Simply comment out the call to K3S_7000, and use your own logic.  Remember to compile K3S_7000CL into the library K3S_5MOD, and use the named Activation Group of K3S_ACTG_5.

2)  Writing the order to your Purchase Order System

During the approval process the K3S system will write the approved order to two K3S Physical files,

    K_INTORDB – Header information
    K_INTORDD – Detail information

and then the CLLE program K3S_1101CL is called with a series of parameters that allows you to take over and write the information to your Purchase Order System.

You will find the source for K3S_1101CL in source file QCLLESRC in library K3S_5MOD.  In that source member you will see a call to program CUST_PO which is where you will substitute your program name.

Also change the IF statement to compare &APPROVE *EQ ‘A’.

Remember to compile K3S_1101CL into the library K3S_5MOD, and use the named Activation Group of K3S_ACTG_5.

3)  Test approving an order

Once you have completed Steps 1 and 2 you can test approving an order. We suggest working with one of the Buyers to do this test. We typically have the Buyer choose a supplier they do not order from too often to use for testing. Have the buyer place one PO (we can assist how they do that through our screens) and it can be for just one product for a quantity of one case.

Once you have confirmed that the PO made it through to their system ok then we can work with that buyer to do additional POs that are more complex.


4)  Modify the K3S_1050 approval screen for your company

Often a company may require additional fields to be passed to your Purchase Order System, and maybe special editing on some of those fields.

You will find the source code for both the screen (in QDDSSRC) and the program (in QRPGLESRC) in library K3S_5MOD.

If additional information will need to be available to write your purchase order information, then the thread to follow with PARM passing would be:

    CALL K3S_1050
        CALL K3S_1100 (PARMs)
            CALL K3S_1101CL (PARMs)
                CALL CUST_PO (PARMs)