Procurement Transaction Control

The Procurement Transaction Control (PRDOC) table is used to set options and establish required fields for the Procurement Transaction Codes.  However, the Payment Request transaction can also be added to this table so that Payment Request transactions can directly reference a Master Agreement transaction.  The following fields should be set up for the Payment Request transactions:

  • Payment Master Agreement Reference - This field determines if a specific Payment Request Transaction Code may reference a Master Agreement.  The field has the following values:  Optional, Prohibited, and Required.

  • If the Optional value has been selected the specified Payment Request Transaction will allow a Master Agreement reference to be entered.

  • If the Prohibited option is selected, when the specified Payment Request Transaction is validated, the system will issue an error for each record in the vendor tab of the Payment Requests in which a Master Agreement reference has been entered.

  • If the Required option has been selected, when the specified Payment Request transaction is validated, Advantage will issue an error for each record in the Vendor tab of the Payment Request that does not accurately reference a Master Agreement.

  • A value of Optional or Required is not allowed in this field unless the transaction Sub-Type for the selected record is PRC.

  • Generate PR Commodity Lines By - This field determines the order in which the commodity lines are generated on the Payment Request when it is created from either the Master Agreement Commodity Search - Line Selection or the Master Agreement Line Section pages.  Valid options for this field are MA Commodity Line, Commodity Code, or Commodity Description.

  • Default Amount on PRC: This field controls whether payment requests created by copying forward a purchase order are for the remaining open amount or are created for $0 where the user must enter the amount paid. In the first scenario, the assumption is that the open amount is being paid. If something less, then the user will update that on the commodity line before validating to create accounting lines. If that step is not done, accounting lines will have to be adjusted down after adjusting the commodity line.  In the second scenario, users will have to always decide how much to pay.

This feature is only used where the Transaction Sub-Type is PRC, thus not part of matching (PRM) or part of an encumbrance correction (PRN/CEC). When set to false, the Quantity or Contract Amount on the commodity line will be 0/$0. When set to true:

  • Line Type is Item, the Quantity defaults to Ordered Quantity minus Paid Quantity.

  • Line Type is Service, the Contract Amount defaults to Ordered Contract Amount minus Paid Contract Amount.