Using PO Codes on PO20

We use PO codes extensively in our system.

Some background: We've been live on Lawson since 2008. We have 28 internal companies and to make it easier on AP and receiving, we start each of our PO numbers with the two digit company code (i.e. a company 20 would be 2000365 and a company 19 PO would be 1912345).

We use PO Codes mostly for Accounting to tell how to handle the PO. If it is a DRP (drop ship) PO, the code is DRP which means when they enter the invoice, the clerk will choose handling code DROP. Same for Service. We have one that is a PMT code. PMT means the handling code is SVC for service but you don't have to send this one out for further approval since it is an ongoing monthly payment. SVC types of service are sent on to the department to approve that the service was actually completed.

We have codes for straight capital (CAP), mixed capital with service (CAPS), and large building projects that require special handling.

Basically, we use the codes as a communication device between Accounting and Purchasing. They don't have any real functionality, but they are a quick way for Accounting to figure out how to handle the invoice.

We haven't had any real issues in getting the vendors to comply. The only annoying part is the middle zero that prints in the PO (we don't use releases) and occasionally confuses the vendor into adding it on the invoice.

We use PO Codes as well, this provides a PO structure which is easily identified (to determine the type of PO) within our organization.
Using the PO Code and the automatic po numbering option from PO01, we can group the PO's by PO code and Number.
CAP (auto #'s starting with a 7)
CAPS (auto #'s starting with a 6)
SERV (auto #'s starting with a 5)

"Me Too"ing the use of codes to route invoices - We use Capital, Construction, Construction Services, Service Contracts, R&M, Hurricane Consignment and HERSA Grants. We tie them to PO ranges which mitigates any issues with them not being used on EDI or other vendor invoices.

End user here.....
How do you set up to do a service PO? I have tried and tried, but AP is having issues matching. The most common error is "Vendor Agreement Does Not Exist". I did set up a vendor agreement (PO25) but I must have done it wrong. If anybody has a step by step they'd like to share, I'd be eternally grateful.
Thank You

Not to resurrect this thread from the dead, but when you use PO codes, is the "base number" always unique? For example, if you have a PO numbered 12345678 will you also have a PO numbered 12345678-SURG and 12345678-INV? Or can you tell Lawson to only use the base PO number once.

 

For background, we are having matching troubles, in that the program we use to read scanned invoices "misses" the code, so it matches to the wrong PO. I have suggested that it might be easier to map that program to recognize the codes, but the PTB don't like that option.

 

Any help would be greatly appreciated

For us the Auto Numbering flag = Y in the company setup so the system will assign the next number regardless of whether a code is used. But this won't stop a buyer from deliberately creating a PO with the same number as one with a code. Those PO numbers are available but it's been very rare that this has happened.

We have Auto PO Numbering and PO Codes tied to number ranges on PO04 - so yes, there is always a unique "base number" here.