FnB Live: Setting up PO Notifications – Fourth & HotSchedules Customer Success Portal

Overview

The purpose of this document is to guide users through setting up an additional approval process for purchasing from suppliers with purchase order maximum order values.

How to set up Purchase Order Notifications

To set up notifications for orders for suppliers, the following setting needs to be enabled:

Expand Systems Administration > Global Settings > Enable the option Purchase Order to Display Created by as seen in Fig.1

Fig.1 - Global Settings that need to be enabled

Adjusting and reapplying Security Templates

The security templates will need to be adjusted to identify which users are unable to place orders outside of the supplier purchase limitations.

To find the Security Templates from the side menu, expand Systems Administration and go to Security Templates, as per Fig.2

Fig.2 - The Security Templates, within the side menu

Fig.2 - Security Templates within the side menu

Within this section, select each template that applies to users who will not be allowed to place orders outside of the purchase order maximums
The option Notify When Order Is Above Maximum Amount should then be enabled within each, as per Fig.3

Fig.3 - Template options for Templates unable to approve Over Maximum Orders

Save changes and then select the option Reapply template to users
Identify which templates are applied to users who will be able to approve orders outside of purchase order maximums.
The following settings should be enabled (as shown in Fig.4)
- Receive Notification Of Maximum Orders
- Override Maximum Orders
- Notify When Order Is Above Maximum

Fig.4 - Template options for Templates able to approve Over Maximum Orders

Save changes and then select the option Reapply template to users

Adding Email Address Details To Users

To ensure that users are able to approve orders outside of purchase limitations, it is essential that their user profile contains an active email address.

Expand Global Settings > select Users
Individually identify and select each user who will be able to approve the orders
Navigate to the Edit User tab, and in the appropriate box enter the correct email address
Save changes

Fig.5 - The Edit User tab

Adding Limitations to the Supplier

The final steps are to add the maximums to the supplier. If this limitation is a global change it should be made at Enterprise level, If its is unique to each location, then Site level should be used instead.

At Site Level

Navigate to the Stock Management tab
In the left hand menu, under the section labled Master Data, the link for Manage Suppliers can be found (Fig.6)

Fig.6 - Highlighting where to find the Manage Suppliers Screen

Select the supplier to which the limitation is to be placed against from the list attached to the site
Selecting the Edit function will open the edit pane, where the Maximum Order Amount can be found to the lower right
Below this the option Block Orders Above Maximum Amount should also be enabled. These can be seen highlighted in Fig.7

Fig.7 - Supplier limit options at Site Level

At Enterprise Level

Expand the Supplier Management option and select Browse Alphabetical (Fig.8)
From the list that is generated select the supplier that limitations are to be placed against. The search function can be used to speed up locating the Supplier

Fig.8 - Finding a Supplier at enterprise

Fig.8 - Highlighting the route to the Suppliers Lists in Enterprise

On the supplier details navigate to the Edit Details tab where the Maximum Order Amount
can be inputted
Block Orders Above Maximum Amount should also be enabled, as highlighted in Fig.9

Fig.9 - Supplier limit options at Enterprise Level

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