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 System Flags
FlagDescription
SOPShowRS

Allows a User that cannot view a Restricted Supplier to view the product cost of products with Restricted Supplier in the Sales Order Maintenance screen, Sales Order Enquiry and Invoice Enquiry screens.

Without this flag activated, if the User cannot view a Restricted Supplier and the product that is in the Sales Order Transaction has a Restricted Supplier for its Supplier, then the Product Cost is hidden in the Sales Order Maintenance screen, Sales Order Enquiry and Invoice Enquiry screens.

ProStix already has the ability to hide costs in many key areas (especially Sales), however some businesses also require Supplier pricing to be hidden for key Suppliers within their business where the pricing is deemed as sensitive. For example, imported product costs from an overseas Supplier, or where due to the nature of the business, one section of the business is able to obtain discount pricing that is not to be disclosed to another section of the business. This new enhancement explicitly hides pricing of certain Suppliers in enquiries, customer transactions, supplier transactions and internal transfers. 

In addition, users who CAN see costs in Sales Orders, can also have the costs hidden from the screen for key hidden Suppliers.


Refer to the following processes to setup and understand how the functionality works:

Setting up the functionality

The function to allow a User to have an option to hide the Supplier and Branch cost is controlled by one or more of the following flags:

Flag typeFlagDescriptionProcess to set the flag:
User flagRestrict Cost Views - Supplier Cost on Branch Transfer

If set to YES, the Supplier/Branch cost when processing a branch transfer is hidden.

  1. From the Prostix Main Menu select System Administration then Security then
  2. Enter the applicable User ID.
  3. Go to the Restrict Cost Views field and set the value to YES. The Cost View Security For screen is displayed.
  4. Select the Supplier Cost on the Branch Transfer option and set the value to YES.


User flagView Restricted Suppliers

If set to YES, the User can access Supplier and view Supplier Costs even if the Supplier is restricted.

  1. From the Prostix Main Menu select System Administration then Security then
  2. Enter the applicable User ID.
  3. Go to the View Restricted Suppliers field and set the value to YES.
Supplier flagRestricted Supplier

If set to YES, the Supplier is restricted and only Users who can view it have access to the Supplier.

  1. From the Prostix Main Menu select Accounts Payable then Supplier Maintenance.
  2. Select a Supplier.
  3. From the Options menu, select Trading Terms.
  4. Go to the Restricted Supplier field and set the value to YES.
(info) If the SOPShowRS system flag is activated, it allows a User that cannot view a Restricted Supplier to view the product cost of products with Restricted Supplier in the Sales Order Maintenance screen, Sales Order Enquiry and Invoice Enquiry screens.
Product flag Allocated Supp Only

If set to YES, products can only be ordered from its preferred Suppliers.

NOTE - This was already a feature but the option has simply been renamed from "Restricted Product" to "Allocated supp Only" so that it's more explicit.

  1. From the Prostix Main Menu select Inventory Management, then Product Maintenance.
  2. Select a Product.
  3. From the Options menu, select More Data then General Information.
  4. Go to the Allocated Supp Only field and set the value to YES.


Purchase Orders

The information below explains how the functionality works for Purchase Orders:

Restricted Supplier

  1. When a User is not permitted to view a restricted Supplier, then that user is prevented from creating a Purchase Order and also prevented from seeing prices from that Supplier.
  2. When typing the restricted supplier code into a purchase order an error message is displayed stating the following ‘You are not authorised to process purchase orders for this supplier’, however if the User is given permission to view a restricted Supplier, then the user can create a Purchase Order.
  3. If the user views an existing Purchase Order from a restricted Supplier, then the Supplier cost is hidden.
  4. This rule also applies when creating a Purchase Order via Stock Reorder, Multi Suppliers, and Purchase Order via Sales Order Linked Purchase.

Allocated Supplier Only

  1. Within Product maintenance, the term “Restricted Supplier” in More Data has been changed to “Allocated Supp only” to better reflect it’s use.  The action when this flag is set to “yes” is no different.  It still stops the User from purchasing from non-allocated suppliers.


Returns and Credit Requests

The information below explains how the functionality works for Returns and Credit Requests:

  1. When a user is not permitted to view a restricted Supplier, then that user is prevented from creating a Return Request.
  2. When the user enters a restricted Supplier code on a return or credit reauest, an error message is displayed stating the following ‘You are not authorised to process purchase orders for this supplier’, however if the User is given permission to view a restricted Supplier, then the user can create a Return Request.
  3. If the user will view an existing return request from a restricted Supplier, then the Supplier cost is hidden.


Branch Transfers

The information below explains how the functionality works for Branch Transfers:

  1. When a user is not permitted to view a restricted internal supplier or the user is restricted from viewing the supplier cost for Branch Transfer, then the cost/sell fr products of that specific supplier are not displayed/printed in the Branch Transfer.
  2. When the branch transfer Purchase Order or invoice are printed, the costs will not show.
  3. The cost of the products are hidden when releasing the branch transfer sale and when receitping the stock.
  4. When doing a Purchase Order Enquiry, Invoice Enquiry and Stock Order Enquiry, cost/s will not be displayed.
  5. If the user is given permission to view a restricted Supplier and user is not restricted from viewing the Supplier cost in Branch Transfer, then the Supplier cost is displayed. 

 

Sales Orders - Review Costs

The information below explains how the functionality works for Sales Orders when reviewing costs:

  1. Within the existing Hide Cost options for a user, if “no” is selected for “Sales Order Maintenance” and/or “no” for “Customer Order-Invoice Enquiry” they will NOT see the costs or GP on lines where the product has a restricted Supplier as its preferred Supplier.  Previously the user would see all costs on the order.
  2. This same functionality applies to Order Enquiry


Stock Enquiries

The information below explains how the functionality works for Stock Enquiries:

  1. When a user is not permitted to view a restricted supplier, then that user is prevented from accessing the Restricted Supplier pricing of a Product.
  2. When selecting Suppliers, then Preferred Supplier - If the preferred suppier is restricted then an error message is displayed stating the following ‘Not able to view Restricted Supplier’.
  3. When selecting Suppliers, then Alternate Supplier.
    1. If there is only one alternate supplier and it is restricted, an error message is displayed stating the following ‘Not able to view Restricted Supplier’.
    2. If there are multiple alternate suppliers and not all are restricted, only the non restricted Suppliers are displayed.
    3. If the user has permission to view a restricted Supplier, then user can access the full alternate supplier list. 

Price Matrix Report

The information below explains how the functionality works for the Price Matrix Report:

  1. When a User is not permitted to view a restricted Supplier and one or more items on the order have a preferred supplier that is restricted, then the Price Matrix Report does not contain the Cost and Gross Profit Percent of thos products. It therefore shows no cost total nor total GP%