Initially a number of rules are set to determine the method of processing for the purchase order to task matching function and its handling of exceptions. These must be set up by ClickHome staff as part of the Integration establishment process. It is important that the client carefully selects these processing rules to suit the internal process of their business.
Processing Rules Setup
Standard rules are
|A0||Split Task||If two Purchase orders with different suppliers match to the same task, the task will be split, and the second PO will be assigned to the split task. All rules such as Include/Exclude, Reference, Scaling will also be applied to the Split task.|
|A1||Match First||Not supported - this will be implemented in future. It will match the first PO only, and then all subsequent POs will be unmatched.|
|A2||Match All||This leaves all POs matched to the one task.|
|A3||Split Unplanned||Similar to A0, Only difference is that a planned or completed task with multiple previous matched Orders with different suppliers will not split. (basic use case if you change PO rules and don't want splits on completed items)|
|U0||Auto Task||The PO will generate an Auto Task based on the PO Number and be assigned to the supplier, and include the PO Reference|
|U1||Group Auto Task||Not implemented - in future, this will support all POs being allocated to one single Task.|
|U2||Import PO||Import it, but do not link it.|
|U3||Delete purchase order||Delete the purchase order from the interface tables, do not import it.|
|N0||Purchase order supplier deleted||When a purchase order is raised but the supplier that has not been interfaced to ClickHome the purchase order header is changed to no supplier|
|N1||Accept purchase order details||Produce error but load purchase order and allow supplier to be assigned|
|N2||Ignore purchase order||Delete the purchase order from the interface tables.|
|N3||Use supplier TBA||Make supplier the special supplier TBA and put the original supplier code in the work item note.|
|Missing POs||M0||Don’t cancel missing purchase orders||When the purchase order load contains only the changes to purchase orders|
|M1||Cancel missing purchase orders||When the purchase order load always contains all the active purchase orders from the accounting system. (Often referred to as simple accounting system)|
|Completed Tasks||C0||Split Task||New POs (not existing matches) against a Completed Task will be Split - the same way as for Allocation Conflict Split Task above|
|C1||Match Completed Task||The PO will be matched against the existing completed task|
|Debug Mode||D1||Create a debug File||Every time a PO load/reload is performed a debug file is created. Please see the general log file for the location of the debug information.|
Purchase Order and Task Relationship Processing Rules
There are also a number of rules that are allocated to each task in the call up template that impacts the relationship between the task and the purchase order when the template becomes allocated to a job as a call up sheet.
There are five types of rules that can be put in place:
|M||Approval matching||The rule will link purchase orders to contract tasks such that when the task becomes partially or fully complete, the PO will be marked as partially or fully approved for payment. "Approval" in the PO Template Matches screen|
|A||Supplier allocation||Where a particular contract requires that the standard or default supplier for a template task is NOT to be used, the PO can be issued for a different supplier and that will automatically alter the contract task details in ClickHome. "Allocate" in the PO Template Matches screen|
|I||Inclusion (exclusion)||The rule will identify contract tasks that should either be included or excluded. This covers the kind of situation where there are several alternative tasks in the template that provide for ‘Roof Covering’ (tiles, steel etc) and one is to be included and the others excluded. This also covers exclusions where, for example, a task for connection to the sewer main should not be included if the purchase order exists for concrete septic tank components. In this case, the presence of the purchase order indicates exclusion of the task. "Inclusion" in the PO Template Matches screen|
|R||Order reference||Where it is appropriate to send out a copy of certain Purchase Order details to a supplier when his task is ‘called on’, this rule will establish that requirement. The purchase order may or may not be placing an order on the supplier who is receiving the information, but is required for him to perform his task. Eg A gas fitter may need to know the details of the hot water system ordered by Task A (Purchase HWS), so he can complete Task B (Gas installations). "Reference" in the PO Template Matches screen|
|S||Scaling of tasks||Tasks for a Contract start out as being scheduled to be of default duration. That duration is scaled up or down by other factors in the ClickHome system, such as the Project Scaling Factor. In addition to this, the S-type rule in the purchase order integration allows individual tasks to be scaled according to the Quantity or Value of the related purchase order. Eg if the standard quantity of bricks for the task is 20,000 and the purchase order is for 30,000 then the related task duration is increased by 50%. Once again, the task that is scaled may not necessarily be the task the purchase order primarily relates to. There may be one task to ‘Purchase Bricks’ but the one that is scaled is ‘Bricklayer’. "Scaling" in the PO Template Matches screen|
Individual rules will be set up for a task in the template and there may be several rules of each type for each template task. These rules will then be automatically applied to every job that uses that template.
Each rule has four fields that when concatenated are referred to in this documentation as the purchase order matching field that allows the system to determine which task the purchase orders applies to.
There may be several matches for each rule and the outcomes apply to all matched purchase orders.
The matching can be done on any or all of the following fields that form the matching field on the purchase order.
"Search Pattern" in the PO Template Matches screen
|Purchase Order Reference||the purchase order number|
|Supplier Key||code used on the accounting systems to identify the supplier|
|Cost Code||used to identify individual lines in the purchase order in the accounting system.|
|Inventory Item Code||used to identify individual lines in the purchase order in the accounting system.|
The system will set up these Match Fields in a "Search Pattern" separated by vertical lines called "pipes"
Each field may also contain the asterisk ( * ) wildcard character to indicate a range of selections within each field. For example:
A Cost Code field of 73* would indicate that the rule should match purchase orders with Cost Codes starting with 73 and with any characters following. e.g.
A Cost Code field of *50 would indicate matching on Cost Codes ending with 50 and starting with any characters. e.g.
Match Fields can be combined to specify the selection criteria.
For example, a Cost Code field of 7311 together with a Supplier key of WILLIAMS74 would specify selection where the purchase order line has a Cost Code of 7311 AND the Supplier is WILLIAMS74.
e.g. This would appear as below
Note that fields that are not required in a matching field may either be left empty or given a single wildcard character ( * ). Both achieve the same result.
Each Match Rule has a Priority field that is used by the system to determine the order in which the rules are evaluated. The higher the priority (lower the value of the priority field) the earlier in the process the rule of any given type is evaluated. This allows the user some control where rules of a similar type must be processed in a set sequence.
It is optional for rules of different types but for the same template task to be set up as a single rule nominating all applicable types. Thus, an approval matching rule (M) and a supplier allocation (A) can be merged into s single rule as long as the purchase order matching criteria are the same.
Additional Match Rule Information
Inclusion Rules (I)
An Inclusion rule requires only the following fields
- Matching Field
- Task Inclusion.
The Task Inclusion field controls whether the rule is, in effect, an Inclusion (Include Task if PO matched) or an Exclusion (Include Task if PO not matched) rule, this works in conjunction with the Required flag.
The bellow assumes that Inclusion is yes.
|Include task if Matched|
|Include Task if NOT matched|
|PO Matches Rule||Include the task||Exclude the task|
|PO doesn’t Match||Exclude the task||Include the task|
The Inclusion rule is only activated when the job scheduling status is changed to be complete.
Approval Matching Rules (M)
An Approval Matching rule requires the following fields:
· Matching Field
· Approve Percent
· Partial Payment
The Approve Percent field specifies what percent of any matched purchase orders will be approved for payment when the related task is completed. If, for example, the rule specifies 60% approval then all matching purchase orders will be recorded as 60% approved when the task is completed.
As tasks are recorded to be partially complete, that is also reflected in the approval placed on the purchase orders. For example, where the Approve Percent is 60% and the task is, say, 50% complete, the purchase orders will be recorded as 30% approved (50% of 60%).
Note that whether the partially approved condition of a purchase order is communicated to the accounting systems is governed by the Allow Partial Payment tick box.
The Allow Partial Payment tick box specifies whether the partial approval status of a purchase order is communicated to the accounting system. Where the tick box is set off (not ticked), the communication to the accounting system only occurs when the purchase order is 100% approved.
The purchase order receives its Partial Payment setting from the matching rules that link it for approval to template tasks. Where there are several rules that link to a purchase order (eg one for 60% and another for 40%) then a ticked Partial Payment tick box on any one rule will cause all to be processed as if they all had their tick box ticked.
Supplier Allocation Rules (A)
A Supplier Allocation rule requires the following fields:
- Matching Field
This type of rule can be used in two different circumstances – where the purchase order will dictate the Supplier to the ClickHome task, and where ClickHome will dictate the Supplier back to the purchase order in the accounting systems.
Where a purchase order is matched to this type of rule and the purchase order has a Supplier, that Supplier is automatically applied to the Contract Task to which the order belongs, overwriting any default supplier, if one exists, assigned from the template task.
Once this supplier substitution has been made, ClickHome locks the entry so it can’t be changed from Mobile Manager or Site Manager. Only changes to the purchase order can change the supplier from that point on. There is one exception and that is if the supplier has been locked for a task, the supervisor has the option to change the supplier to another related supplier. The rules are as follows:-
- If the existing supplier has a managing supplier, then the supplier can be changed to the managing supplier or any supplier managed by the managing supplier;
- If the existing supplier has no managing supplier, it can be changed to any supplier that the existing supplier manages
Note that this facility works hand-in-hand with another ClickHome feature whereby Contract tasks that have no Supplier are automatically given a Supplier when another task with the same Cost Code has its Supplier set. In this case, when a Supplier Allocation rule is used to add a Supplier to a task, Cost Code related tasks will also be updated with the same Supplier if they have none assigned at that time.
Where a purchase order is matched to this type of rule and the purchase order has no Supplier nominated, the linkage with the Contract Task causes ClickHome to update the purchase order Supplier from the task whenever a supplier selection is made. The information is then passed back to the accounting systems.
This rule is especially designed for the materials or supply and fit type supplier where the allocation of the supplier is generally controlled at the head office. When it is usual for the supplier is nominated by the supervisor (usually subcontractors) the A rule is not applied.
Purchase Order Reference Rules (R)
A Purchase Order Reference rule requires the following fields:
- Matching Field
Where purchase orders are linked to a task by this type of rule, users of Site Manager and Mobile Manager will be able to see the purchase order references associate with each task.
The Distribute tick box provides an additional function. If this tick box is ticked on a rule, the details of the linked purchase orders are made available to use and can be included with the ‘call on’ message sent to suppliers.
Note that the supplier receiving the purchase order details in this context is the supplier performing the related task and not necessarily the supplier of the goods and services ordered on the purchase order. For example
- A gas fitter may need to know the details of the hot water system ordered by Task A (Purchase HWS), so he can complete Task B (Gas installations). In this case Task B will have a matching type R rule that has the same matching field as the type A and M rules for Task A.
Scaling Rules (S)
A Scaling rule requires the following fields:
- Matching Field
- Scale Type
- Comparison Amount
- Scale Ratio
This kind of rule has the effect of adjusting the scheduled duration of tasks according to details on the purchase orders linked to them by the rules. Tasks will have an initial scheduled duration based on the standard time recorded in the template for the task. The task may have been adjusted by the Project Scaling Factor and possibly by the Trade Work Rate. Scaling based on purchase order matching rules overrides these other scaling functions and is always based on the standard duration originally derived from the template.
May be either Q (quantity) or V (value) and specifies whether the scaling is to take place based on the untaxed value of the purchase order or the quantity of material or services ordered.
Provides a basis for the calculation that determines how much the duration is to be increased or decreased.
It is used with the purchase order amount (quantity or value) to establish a proportion to scale the duration. W
Allows for the possibility of scaling only a part of the duration. It may be that the task involves a fixed component that does not vary according to the quantity of material and the remainder that does. This requires two parts to the calculated duration a part that is not scaled and a part that is.
The full equation used is as follows:
New duration = Old Duration X (1 – Scale Ratio) + Old Duration X (Scale Ratio X (Order Amt / Comp Amt)
Full scaling – scale ratio = 1.0
If the purchase order is for 20,000 bricks, the Comparison Amount is 25,000 then and the existing duration is 5 days:
Revised duration = 5 x 20,000 / 25,000 = 5 x 0.8 = 4 days (i.e. scaled down)
If the purchase order is for 22,000 roof tiles, the Comparison Amount is 16,000 then and the existing duration is 3 days:
Revised duration = 3 x (1 – 0.7) + 3 x (0.7 x (22,000 / 16,000)) = 0.9 + 3 x 0.7 x 1.375 = 0.9 + 2.8875 = 3.7875 days (i.e. scaled up)
Rounded to 4 days.
If the rules selected require that an Autotask be created then ClickHome will automatically create a new Task to which the purchase order can be linked for approval purposes. The special Task will be a ‘free’ item (i.e. not linked by precedent to any other item), will have the same Supplier as given on the purchase order and will have a descriptive name as follows:
- Autotask for PO=12345/037
Such special ‘Auto Items’ will appear on the Contract’s call sheet for the job supervisor to call on and complete as appropriate.