The article below pertains to Procure to Pay (P2P) for the following applications and/or module(s):
AP Automation
Procurement
1. Purpose
In the user settings, personal settings are managed, such as the name, the password, the display of screens and, when Procurement is active, the default values when creating purchase requests. This article describes the settings per tab and explains how default dimensions are set and used.
2. Access and rights
Personal settings can be managed via the user icon at the top right of the screen. A dropdown menu will appear; then choose User Settings.
All settings can be managed via tabs:
- General settings
- AP Automation Settings
- Procurement settings (these settings are only visible when Procurement is active)
A number of fields can only be set by the Application Owner, such as ERP ID, Active, the image under Themes and Calculations in logistic lines with alt.qty. This is indicated per field in the functionality overview.
3. Functionality overview
3.1 General tab
| Field | Description |
|---|---|
| Username | Username. This is not modifiable. |
| Password | Here the user can change his or her password. |
| First name | First name of the user. |
| Last name | Last name of the user. |
| This e-mail address is used by AP-Automation to, among other things, send notifications. | |
| ERP ID | Can only be set by the Application Owner. |
| Language | The language setting for this user in AP-Automation. |
| Active | If checked, this user is active. Can only be set by the Application Owner. |
| Homepage | When starting AP Automation, or clicking on |
| Themes | By default a gray background is shown, another option is to show an image as a background. The image can only be changed by the Application Owner. |
| PDF document on 2nd monitor | When working with an additional monitor, it is possible to display the PDF of the invoice there. |
| Daily notifications |
In this section, a choice can be made about receiving notification e-mails.
Depending on the application-level settings, whether emails are also sent on weekends. See Notifications. Notifications for ‘Waiting’ and ‘Due Date’ are always sent when turned on by the Application Owner. |
After making changes, click Save.
3.2 AP Automation tab
| Field | Description |
|---|---|
| Screen layout codinglines | The display of coding lines can be set so that all fields in the panel are immediately visible (automatic overflow), or so that all coding lines contain only 1 line, with a scroll bar to view all fields. |
| Layout | There are three options for distributing the panels across the screen |
| Calculations in logistic lines with alt.qty: | Only configurable by the Application owner. *Only applicable when standard and alternative quantities are used. Here a choice can be made in how the calculation method of standard and alternative quantities should take place. |
| Columns | For the columns in the invoice overview the order can be adjusted to your own preference by dragging the columns up or down. On the right are the other columns to be displayed. It is not possible to add extra columns yourself. By dragging columns to the right, the columns will no longer be shown after saving. Under the invoice columns you can select reset, so that the column display is returned to the standard. |
After making changes, click Save.
3.3 Procurement tab
| Field | Description |
|---|---|
| Default company | Select a default company here. |
| Default currency | Select a default currency here. A currency can only be selected after a default company has been chosen. |
| Default delivery location | Select a default delivery location here. |
| Default dimensions | Here, default dimension values can be set per user, per company and per dimension. Click Add to add a line. These values are used to fill in the coding of items in the shopping cart automatically. See section 4 for a more detailed explanation. |
| Purchase Request Columns | On the left are the selected columns, the order of which can be adjusted to your own preference. On the right are the other columns to be displayed. It is not possible to add extra columns yourself. By dragging columns to the right, the columns will no longer be shown after saving. Under the Purchase Request columns you can select reset, so that the column display is returned to the standard. |
| Purchase Order Columns | On the left are the selected columns, the order of which can be adjusted to your own preference. On the right are the other columns to be displayed. It is not possible to add extra columns yourself. By dragging columns to the right, the columns will no longer be shown after saving. Under the Purchase Order columns you can select reset, so that the column display is returned to the standard. |
| Goods Receipt Columns | On the left are the selected columns, the order of which can be adjusted to your own preference. On the right are the other columns to be displayed. It is not possible to add extra columns yourself. By dragging columns to the right, the columns will no longer be shown after saving. Under the Goods Receipt columns you can select reset, so that the column display is returned to the standard. |
After making changes, click Save.
4. Setting up default dimensions
Dimensions are the coding fields used to code a purchase line, such as general ledger account, cost centre or project. With default dimensions, values for these dimensions are set in advance per user. These values are used to fill in the coding of items automatically, so that it does not have to be entered manually for every item. Default dimensions are recorded per line, with a company, a dimension and a value.
4.1 Navigation
Go to:
User icon → User Settings → Procurement
The Default dimensions field is located on this tab.
4.2 Steps
1. Add a line
Next to Default dimensions, click Add. A new line appears.
[PLACE SCREENSHOT: Default dimensions with the columns Company, Dimension and Value]
2. Select company, dimension and value
Select the company, the dimension and the value. All three fields are mandatory.
3. Add another line if needed
Click Add again to add a line for another dimension. A line is removed with the trash can icon at the end of the line.
4. Save
Click Save to apply the changes.
5. Behaviour when dimensions are filled in automatically
5.1 When are dimensions filled in automatically?
The dimensions of an item are filled in automatically when the item is added to the shopping cart, via an OCI webshop, the internal catalogue or a free request. The dimensions are also filled in again when the item category is changed.
5.2 Sources and order
Three sources can provide the value of a dimension:
- the default dimensions of the user (these settings);
- the item itself;
- the item category.
For each dimension, the first source in the priority list that has a valid value is used. By default, the order is: first the default dimensions of the user, then the item category. For an individual dimension, the order can differ. This dimension-specific order takes precedence over the default order.
5.3 Checks and limitations
- The dimensions are filled in one by one. After each value that is filled in, a new check takes place, because a value can open or close other dimensions.
- The values that are filled in are checked against the company and the rules for dimensions. A value is only filled in when it is allowed.
- If a dimension is closed, or no valid value can be found, automatic filling stops from that dimension onwards. The dimensions that were already filled in before that remain in place.
6. Summary
- Personal settings are managed via the user icon and the User Settings option, spread over the General, AP Automation and Procurement tabs.
- The Procurement tab is only visible when Procurement is active.
- Default dimensions are set per line with a company, a dimension and a value.
- They fill in the coding of items in the shopping cart automatically, from three sources: the user, the item and the item category.
- By default, the user comes first, then the item category. A different order can be set per dimension.
- Automatic filling stops at the first dimension that is closed or not valid.