Enter Message Defaults

Explanation

Use this activity to define default settings for various messages received from and sent to the customer. This includes EDI default settings and settings for order change management, dispatch advices, receiving advice, and self-billing.

The EDI default settings allow you to select the incoming customer order/schedule and incoming change request approval for a customer order that is automatically generated when a purchase order message is received. This also happens when the incoming customer schedule is automatically approved and when the incoming customer order change request is automatically EDI approved. You can define an approval user; which will merely be used as the default approving user when approval is set to automatic. It is important that the user has access to the site to which the purchase order message will arrive. You could also select whether the customer orders created from incoming messages should be automatically released or not.

The EDI coordinator is used for automatically generated customer orders, and for numbering the orders.
The EDI is an optional setting, and you should specify the normal manufacturing/supplying site. Note that IFS Applications will use the site indicated by the selected internal supplier for multi-site ordering. 

When replicating changes between pegged orders, you can control whether the order confirmation messages are automatically sent. You can indicate whether the dispatch advice is sent automatically when a shipment is delivered.

If the multi-tier delivery notification indicator is selected for an internal customer, a delivery notification is sent automatically to the ordering site when an internal customer order is delivered by registering direct delivery of a pegged external purchase order or when a pegged internal purchase order is received by registering direct delivery or by approving incoming delivery notification.

Receiving advice information is useful for confirming deliveries made to the customer. You can use this activity to indicate the types of incoming receiving advice that can be received from a customer, or to disable the customer from sending an invoice. Receiving an advice of the Arrived Goods type will only include the arrived quantities and the date on which the goods arrived. The Approved Goods type is used to receive information from the supplier about the received and approved quantities, and dates on which the parts where fully inspected. 

The matching option is used to determine whether to use the delivery note number, customer's purchase order reference, or the reference ID to match the incoming receiving advice lines. You can set up receiving advices to disregard quantity differences between incoming receiving advice lines and the delivered customer order lines, which may arise due to, for example, quality inspections performed by the customer. 

You can also set up the matching type for incoming self-billing messages received from the customer. Please refer to the activity Automatic Matching Set Up. 

Furthermore, you can select the Automatic Price Update check box to automatically update the customer order line price and to clear the Provisional Price check box. Note that however, the automatic price update will only take place when a customer order line is automatically matched to a self-billing invoice line. 

Prerequisites

Basic data must have been defined on the Order/General sub-tab of the Customer window. 

System Effects

• If using automatic EDI approval, a customer order will be automatically generated when a purchase order EDI message is received.
• Only receiving advice of the selected types can be matched to deliveries of the customer. 
• If automatic matching is enabled, incoming receiving advice will be automatically matched upon receipt of the message.
• Automatic matching will be according to the matching option specified, and differences discovered during automatic matching will be disregarded if you had enabled automatic matching of differences.

Window

Customer

Related Window Descriptions

Customer
Customer/Order/Message Defaults

Procedure

1. Open the Customer window.
2. In the Identity field, search for the customer for whom you want to enter default message settings.
3. Click the Order tab, and then click the Message defaults sub-tab.
4. To automatically generate a customer order when a purchase order EDI message is received or incoming customer schedule message is received, select Automatically on the Incoming Order/Schedule Approval list, and then select the approval user's ID from the List of Values.
5. To automatically approve an incoming change request message received, select the Automatically on the Incoming Change Request Approval list.

Note: Automatic approval for an incoming order/schedule and incoming change request is defined on the Site/Extended Site Info/Sales and Procurement/Inter-Site Defaults and has the highest priority when approving the messages.

6. To specify the default EDI coordinator select the values from the List of Values.
7. To control whether an order confirmation message should be sent when replicated changes are applied on the customer order, select the Send Order Confirmation check box.
8. To automatically send a dispatch advice when a shipment is delivered, select the Send Automatically check box in the Dispatch Advice group box.
9. To automatically send a direct delivery notification when a pegged external purchase order is directly delivered or when an internal customer order of a lower tier is directly delivered, select the Send Automatically check box in the Multi-Tier Delivery Notification area.
10. To enable matching of incoming receiving advice messages from the customer, select a receiving advice type from the list in the Receiving Advice group box. Then select the approval user's ID from the List of Values.
11. To automatically initiate the matching process for an incoming receiving advice upon receipt, select the Automatic Matching check box.
12. To determine whether to use the delivery note number, customer's purchase order reference, or the reference ID to match against the incoming receiving advice lines during automatic matching, select a value from the Matching Option list. Select the Automatic Matching of Differences check box to disregard differences in quantities discovered during automatic matching.
13. To automatically match incoming self-billing invoices, select an appropriate matching type from the list in the Self-Billing group box. For more details, please refer to the activity Automatic Matching Set Up.
14. Optionally, select the Automatic Price Update check box.
15. Save the changes.