Departments can be defined as areas of responsibility for the Pending system. These departments could match the actual department definition in your company structure or they could be defined according to authorisation levels within departments. For example in the sales department, orders pending for certain reasons need to be reviewed by the sales manager and other reasons need to be reviewed by the supervisor. Another example is the Accounts receivable department could have two levels of authorisation for Credit control issues in which case CRED1 and CRED2 could be established as departments.
To cater for pending small orders by buying group the following set up is required:
- Add a new department for small orders
- In the definition option, enter the range ‘from’ and ‘to’ for the hierarchy levels, classification, company, branch, customer classification, type of sale and source of transaction.
- In the reason option enter the codes for order to pend.
- In the user option enter the users who will approve these orders.
- Enter the department and pending reasons in TMSDS/PEND-DIL. For the department enter the hierarchy levels to be used which should match the hierarchy levels defined in the Pending Masterfiles.
This definition can be applied to all order lines rather than just one line if the pending code and the department code match TMSDS/PEND-DIL. This is only for a pending code at order header level. For a pending code at line detail level the existing department definition applies.
Add a department
- Expand menu Base > Distribution > Masterfiles > Database Management > Database Management > Pending Masterfiles > Pending Masterfiles and double-click Order Pending Def:Dept. DSM800 Pending Department Maintenance panel appears.
| Option | Description |
| Reasons | Access DSM800 Pending Department Reasons Maintenance panel to add a pending reason to a department. |
| Users | Access DSM800 Pending Department Users Maintenance panel to add a user to a department. |
| Detail | Access DSM800 Pending Department Maintenance panel to change department details. |
| Delete | Access DSM800 Pending Department Maintenance panel in delete mode to delete a department. |
| Definition | Access DSM800 Pending Department Definitions Maintenance panel to add/maintain definition of a department. |
- Click Add. DSM800 Pending Department Maintenance panel is displayed in add mode.
- Enter the 10 character alphanumeric department code and a meaningful description for the department. This is the department that is responsible for reviewing and approving/rejecting a pended transaction.
- Click OK.
- Click Add. DSM800 Pending Department Definitions Maintenance panel is displayed in add mode.
| Field | Description |
| Sequence | Sequences are used to assign an order of priority to a selected definition. |
| Level 1-5 | If an order pends for a reason that relates specifically to Titles, the authorisation process may depend on the group this title belongs to. This Title grouping can be defined for the pending authorisation process at various levels. A range of Level codes can be selected for inclusion in this department. |
| Class type | In Pending Department Definition Maintenance the department can be authorised to review pending transactions that belong to a specified Classification Type. Once the Classification Type has been selected a range of codes within that type can be nominated as applicable to the authorisation requirements. To the pending department add a user defined reason code to be used by the Classification Type pending definition. In TMSDS/PEND-DSC add this user defined reason code. In TMSDS/PEND-DOC add the document type that the pending system must recognize as part of this pending check. TMSDS/SEQ-PDOC must also be set up indicating the search sequence is by document type. |
| Company | Customers can be nominated as belonging to a Company. This Company definition could be used to separate Export from Local customers for example. If responsibility for authorizing pending orders rests with different users or departments depending on whether the orders are for export or local customers, this Company Code can be used as one of the criteria. A range of Company codes can be selected for inclusion in a department. |
| Branch | Customers can be nominated as belonging to different Branches. Responsibility for authorizing orders depending on which Branch is involved could be defined using these Branch criteria. A range of Branch codes can be selected for inclusion in a department. |
| Debtor class | A Debtors Classification can be used to group customers into various classifications for reporting or analysis purposes. For example customers could belong to a Government Group in which case there could be either a manager or debtor’s clerk responsible for these accounts. If the authorisation of Pending Orders follows the same criteria, this can be specified here. A range of Debtors Classification codes can be selected for inclusion in a department. |
| Customer class type |
In Pending Department Definition Maintenance the department can be authorised to review pending transactions that belong to a specified Customer Classification Type. Once the Classification Type has been selected a range of codes within that type can be nominated as applicable to the authorisation requirements. To the pending department add a user defined reason code to be used by the Customer Classification Type pending definition. In TMSDS/PEND-DSC add this user defined reason code. In TMSDS/PEND-DOC add the document type that the pending system must recognise as part of this pending check. TMSDS/SEQ-PDOC must also be set up indicating the search sequence is by document type. |
| Type of sale | Sales can be classified into a number of different types to define the processing method, analysis and pending order release authorisation structure. For example all on approval sales for a specific category of products could pend awaiting authorisation from the product manager. A range of Type of Sale codes can be selected for inclusion in a department. |
| Source of order | Depending on the source of an order the authorisation process could vary. A range of Source of order codes can be selected for inclusion in this department, source of order codes indicate the source from where the transaction originated. |
| Warehouse | Authorisation procedures could vary depending on which warehouse is to supply the stock. If for example the company has a seconds or damaged warehouse, it could be that the sales manager for that branch/warehouse wants to review these orders before they are processed. A range of warehouse codes can be selected for inclusion in a department. |
- Enter the above information, as necessary.
- Click OK. The message Record addition – successfully completed displays. The Pending Reasons panel automatically displays in Add mode.
- Click Add to add pending reason for the definition. DSM800 Pending Department Reasons Maintenance panel appears.
- Select the various Reasons for which the Department is responsible. Order Pending Description codes are established in TMSDS/PEND-DSC. Claim Pending Description codes are established in TMSAR/PEND-DSC.
Each reason code on the Control File has a flag Check if no delivery which is an additional check to determine whether or not the order should pend. - Click OK. The message Record addition – successfully completed displays.
