System controls are called variables in WorkBook and impact the behaviour of your system. They are setup as part of your WorkBook implementation and are based on your agency’s business process.
Company variables are set at company level and system variables are set system wide. Both are found in the settings module and are controlled by a system administrator.
Here we take a look at some of the key variables that change the way purchase orders behave.
COMPANY VARIABLES | IMPACT | FUNCTIONALITY |
|---|---|---|
54 | Purchase Order Creation | This company variable controls how often the lines of a price quote can be used when creating a purchase order. If switched off, a line item on a price quote can only be used once on a purchase order. E.g. if you have one line of printing on your price quote, you can only have one line of printing on a single purchase order. |
55 | Purchase Order Budget | See details on company variable 55 below. |
SYSTEM VARIABLES | IMPACT | FUNCTIONALITY |
464 & Company Variable 55 | Purchase Order Budget | Both system variable 464 and company variable 55 put checks in place on how the purchase order budget is calculated. The purchase order budget determines the maximum amount that can be allocated to a job’s purchase order/s and comes from the approved price quote/s linked to the job. Company variable 55 looks at the status of a price quote to determine if that price quote should count towards the purchase order budget. E.g. if the price quote is "internally approved" does it contribute to the purchase order budget or must it be approved by the client (“externally approved”) first. System variable 464 also looks at how the purchase order budget is calculated, but in this instance it is looking specifically at the $ amount. A budget could be calculated by the whole job (providing more flexibility) or could be limited to price quote line items. If the budget is exceeded it will block purchase order approval. |
463 | Purchase Order Approval | Variable 463 allows agencies to block approval unless a price quote exists in a particular status. Some agencies have this variable set so purchase orders cannot be approved if the price quote has not been approved. |
701 | Purchase Order Accruals | Variable 701 has the ability to enable finance accruals on approved purchase orders. When enabled WorkBook will accrue the purchase order and a creditor voucher will be posted financially. The following options can be selected:
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1035 | Purchase Order Creation | System variable 1035 allows agencies to block purchase order creation unless an a price quote exists in a particular status. |
1036 | Purchase Order Activities | Variable 1036 will limit the activities available on a purchase order, to those that are used in the job’s price quote/s. |
1021 | Purchase Order Dates | If your agency is using purchase order accruals, variable 1021 controls which date field on the purchase order is used to recognise the accrued cost - the delivery date or the order date. Check your agency’s process to see if this variable applies to you and if so, which date field you need to use. |