Vendor document type setting profiles - Purchase order acknowledgement (POA)

Users can access the form by navigating to EDI > Setup > Document types.

• To create a new record, select document type Vendor purchase order acknowledgement.
• Select the New button in the Settings profiles FastTab.
• Specify the Settings profile id and Description of the profile.
• Select the Settings profile id hyperlink or the Setup button to update profile details.

Field	Description	Options/Example
Acknowledgement
Item ID source	Determine the method of item identification used by this vendor when selling products	• Our Item number - this is the item ID on the items form • External item number - this is the item Id on the vendor external item form • GTIN - this is the GTIN assigned to an item • Barcode - This is the Barcode assigned to an item.
Price includes sales tax	Specify if the unit price received from the Vendor includes tax	• As per purchase order – The vendor is setup in D365 to match vendor’s method of including/excluding tax in pricing • Excluding tax – Vendor sends pricing excluding tax • Including tax – Vendor sends pricing including tax
Use vendor price	Select this flag to use the vendor’s price on the purchase order	• Yes - If there is a variance between the trade agreement /list price stored in D365 and the Vendor’s price received in the purchase order acknowledgement, the vendors price will be used if within the variance range. • No - Use system price
Price variance type	Select if Maximum negative price variance and Maximum positive price variance is based on Amount or Percentage. For example 1 could be $1 or 1% variance compared to system unit price.	• Amount • Percentage
Maximum negative price variance	Where Use Vendor Price is set to Yes: Specify the maximum negative price variance that can occur without warning.	It is recommended that these settings are set to at least 0.01 if POA pricing has to be converted to PO pricing (include/exclude tax) to avoid any rounding differences between the two solutions being flagged.
Maximum positive price variance	Where Use Vendor Price is set to Yes: Specify the maximum positive price variance that can occur without warning	It is recommended that these settings are set to at least 0.01 if POA pricing has to be converted to PO pricing (include/exclude tax) to avoid any rounding differences between the two solutions being flagged.
Package size – inner/outer	Specify if the inner or outer pack quantity is sent on the purchase order confirmation	• Inner • Outer
Confirmed pack	Option will be used to automatically set the confirmed pack	• System pack • Vendor pack
Confirmed inner	Option will be used to automatically set the confirmed inner	• System inner • Vendor inner
Confirmation
Purchase order confirmation required	Specify whether a POC is required for the POA	• Yes – if within validation the purchase order is changed to purchase order acknowledgement’s values and posts a standard Purchase order confirmation (new purchase journal version). The Acknowledgement status on the purchase order header will change to Confirmation pending once the POA has been received from the vendor for the order. Once the confirmation has been sent, the Acknowledgement status will change to Confirmation sent. o Yes (PO is auto-confirmed): automatically sends confirmation to the vendor. o Yes (PO is manual confirmed): The manual Confirmation form on Purchase order > EDI header > Confirmation can be used to manage values sent on Confirmation. Send to EDI creates the outbound document. When purchase order values match vendor’s purchase order acknowledgement values, a purchase order change with order purpose Confirmation is sent to the vendor and PO status is updated to Confirmed. If values don’t match order purpose Change is sent and purchase order’s status remains in In external review. Values compared: o Ordered quantity o Net unit price o Discounts o Batch • No - Confirmation isn’t required, but still have the option to send manually via Purchase order > EDI header > Confirmation
Purchase order confirmation not required for accept	When the Vendor sends a POA with Header – accept, this option provides the ability to not send a Purchase order confirmation to the Vendor.	• Yes – Purchase order confirmation is not created for POA with Header - accept • No – Purchase order confirmation is created (if required as per previous setting) for the POA with Header - accept

Acknowledgement and Purchase order confirmation required

Summary of how the following affects Purchase order’s Status and Acknowledgement status:

• Vendor purchase order and Vendor purchase order change setting profile’s Acknowledgement required
• Vendor purchase order acknowledgement setting profile’s Purchase order confirmation required

Purchase order’s Status

When setting profile Acknowledgement required is set to:

• Yes - Purchase order Status is updated to In external review (similar to Vendor collaboration) when sending the purchase order to the Vendor (via clicking Confirm/Confirmation on PO), until an Accept POA is received back from the Vendor OR updated Purchase order values match to vendor’s Purchase order acknowledgement.
• No - Purchase order Status is updated to Confirmed.

Purchase order’s Acknowledgement status

On the EDI FastTab on the purchase order header, the field Acknowledgement status is updated as per below after each step.

Acknowledgement required	Confirmation required	1. Confirm purchase order	2. POA processed	3. Confirmation sent
Yes	Yes	Acknowledgement pending	Confirmation pending	Confirmation sent
Yes	No	Acknowledgement pending	Acknowledgement received	Confirmation sent
No	Yes	Blank	Confirmation pending	Confirmation sent
No	No	Blank	Acknowledgement received	Confirmation sent

Where used

The Setting profile can be assigned on the Incoming documents FastTab to document type Vendor purchase order acknowledgement for the Vendor Trading partner at EDI > Setup > Trading partners.

Data entity

• EDI settings - Vendor documents purchase order acknowledgment