PO::Document Types

Document Types

Document Types is used to define access, security, and control specifications for all Purchasing documents. You cannot enter new document types but you can enter new document subtypes only for RFQs and quotations. Purchase Agreement, Purchase Order, Quotation, Release, Request for Quotation, and Requisition are all the documents types available.
Navigation: Purchasing Responsibility=> Setup=> Purchasing=> Document Types

Owner Can Approve to indicate that document preparers can approve their own documents. This field is not applicable when the Document Type is Quotation or RFQ.
Approver Can Modify to indicate that document approvers can modify documents. This field is not applicable when the Document Type is Quotation or RFQ.

Can Change Forward To to indicate that users can change the person the document is forwarded to. This field is not applicable when the Document Type is Quotation or RFQ.

Can Change Forward From to indicate that users can change the name of the document creator. This field is applicable only when the Document Type is Requisition.

Can Change Approval Hierarchy to indicate that approvers can change the approval hierarchy in the Approve Documents window. This field is not applicable when the Document Type is Quotation or RFQ.

Disable to disable a document type. This field is applicable only for user-defined quotations and RFQs.

Security Level informs who are all eligible to access the documents.

Hierarchy - Only the document owner and users above the owner in the defined purchasing security hierarchy may access these documents.
Private - Only the document owner may access these documents.
Public - Any user may access these documents.
Purchasing - Only the document owner and users listed as buyers in the Define Buyers window may access these documents.

Access Level gives restriction to user on these documents.

Full - Users can view, modify, cancel, and final close documents.
Modify - Users can only view and modify documents.
View Only - Users can only view documents.

Forward Method: The following options apply regardless of whether you are using position hierarchies or the employee/supervisor relationship to determine your approval paths. The Forward Method field is not applicable when the Document Type is Quotation or RFQ. Choose one of the following options:
Direct - The default approver is the first person in the preparer's approval path that has sufficient approval authority.
Hierarchy - The default approver is the next person in the preparer's approval path regardless of authority. (Each person in the approval path must take approval action until the person with sufficient approval authority is reached.)

Archive On: The Archive on field is applicable only when the Document Type is Purchase Agreement, Purchase Order, or Release. Choose one of the following options:

Approve - The document is archived upon approval. This option is the default. The Change Order workflow begins only if this option is chosen
Transmission - The document is archived upon transmission. A document transmission action would be printing, faxing, or e-mail.

Default Hierarchy field is not applicable when the Document Type is Quotation or RFQ. Otherwise, when Use Approval Hierarchies is enabled in the Financial Options window, you can enter a position hierarchy from the Position Hierarchy window. This hierarchy then becomes the default in the Approve Documents window.

Approval Workflow: The PO Approval workflow is used for approving purchase orders. The PO Requisition Approval workflow is used for approving requisitions. If you've created a workflow of your own, you can select that for this document. Select the Approval Workflow you want to use for this particular document type, or use the default that is already provided.

Workflow Startup Process: Usually the Workflow Startup Process is the highest-level process in a workflow. The default startup process for the PO Approval workflow is the PO Approval Top Process. The default startup process for the PO Requisition Approval workflow is the Main Requisition Approval Process. If you've created a startup process of your own, you can select that for this document.

Autocreate Workflow: This is applicable for requisitions only, select the Autocreate Workflow you want to use for automatically creating purchase orders or releases from approved requisition lines, or use the default that is provided. The default workflow that comes with Purchasing is the PO Create Documents workflow. If you've created a workflow of your own, you can select that for this document.

Autocreate Workflow Startup Process: This is applicable for requisitions only, select the Autocreate Workflow Startup Process you want to use, or use the default that is already provided.
The highest-level process for the PO Create Documents workflow is the Overall Document Creation / Launch Approval Process. If you've created a startup process of your own, you can select that for this document.