Purchase Management Journal

As a Purchasing Agent
I want to register a new order request in the Purchase Management Journal when a purchase order line is created
So that the vendor receives a formal notification of the new order and the request is tracked in the system

Setup:

1. Open a Purchase Order with at least one item line.
2. On the action bar, go to Handling → Handle Line, or press Shift+Ctrl+P to open the Purchase Management Journal filtered to this order.
3. In the journal, verify that the line shows Handling Type: New Order Request and Accept Action Message is enabled.
4. Choose Handling → Handle Line (or Handle Line and send mail if Document Handling is installed) to process the request.
5. The line is archived and the purchase order line's status is updated to reflect that a request has been sent.

Note: The handling type "New Order Request" is set automatically when a new purchase order line is carried out from the planning worksheet, or can be set manually on the journal line.

As a Purchasing Agent
I want to record the date the vendor has confirmed they will deliver the goods
So that the purchase order reflects the vendor's commitment and planning tools can use the confirmed date

Setup:

1. Open the Purchase Management Journal for the relevant purchase order (Shift+Ctrl+P from the order).
2. Find the handling line for the item you received confirmation on.
3. In the Confirmed Receipt Date field, enter the date the vendor confirmed.
4. Set Handling Type to Accept Request and enable Accept Action Message.
5. Choose Handling → Handle Line to apply the confirmed date to the purchase order line. The system writes the confirmed date to the Promised Receipt Date and Planned Receipt Date fields on the purchase line.

As a Purchasing Agent
I want to record a confirmed quantity and direct unit cost from the vendor when they differ from the original request
So that the purchase order line is updated with what the vendor actually committed to

Setup:

1. Open the Purchase Management Journal for the order.
2. On the relevant line, enter the vendor's confirmed quantity in Confirmed Quantity and/or the confirmed price in Confirmed Direct Unit Cost.
3. Set Handling Type to Accept Request and enable Accept Action Message.
4. Choose Handling → Handle Line. The system validates the new quantity and price onto the purchase order line.

Note: Confirming either field automatically enables Accept Action Message on that line.

As a Purchasing Agent
I want to send a change request to the vendor for a purchase order line (new date, quantity, or price)
So that the vendor is formally notified of the requested change and the request is tracked

Setup:

1. Open the Purchase Order and enter the new values directly on the purchase line: New Requested Receipt Date, New Requested Quantity, and/or New Requested Direct Unit Cost.
2. Open the Purchase Management Journal via Shift+Ctrl+P.
3. Verify the handling line shows Handling Type: Request for Change and the new requested values are populated.
4. Enable Accept Action Message and choose Handling → Handle Line and send mail to send the change request to the vendor.

As a Purchasing Agent
I want to send a cancellation request to the vendor through the Purchase Management Journal
So that the vendor is formally notified and the purchase line is removed after confirmation

Setup:

1. Open the Purchase Management Journal for the relevant order.
2. Set Handling Type to Cancel Order on the relevant line and enable Accept Action Message.
3. Choose Handling → Handle Line and send mail to notify the vendor.
4. When the vendor accepts the cancellation (or when you accept their acceptance in a follow-up handling cycle), the purchase line is deleted.

Note: When accepting a cancellation, the system deletes the purchase order line. If no item lines remain on the order, you are asked whether the order itself should also be deleted.

As a Purchasing Agent
I want to reject a date, quantity, or price change that the vendor proposed
So that the original order conditions are preserved and the vendor is notified of the rejection

Setup:

1. Open the Purchase Management Journal for the order.
2. Find the line where the vendor has proposed new values (visible in the New Requested fields).
3. Set Handling Type to Reject Request and enable Accept Action Message.
4. Choose Handling → Handle Line and send mail. The system clears the pending new requested values on the purchase line and archives the rejection.

As a Purchasing Agent
I want to send a reminder to a vendor about an upcoming or overdue delivery
So that the vendor is prompted to confirm their delivery commitment

Setup:

1. Open the Purchase Management Journal for the relevant order, or open the journal directly and filter on the relevant lines.
2. Choose Handling → Send Reminders to all to send reminders for all visible lines, or set Handling Type to Reminder Request on individual lines and handle them individually.
3. Each time a reminder is sent, the Reminder Number counter on the journal line increments and the Reminder Sent Date is updated.

Note: Automatic reminders based on a schedule can also be configured via Purchase Order Management Setup → Automatic Reminder Sending Setup. This requires a Job Queue entry.

As a Purchasing Agent
I want to use the Purchase Management Journal to accept a quote and convert it to a purchase order
So that the quote-to-order conversion is part of the tracked handling workflow

Setup:

1. Open the Purchase Management Journal with the purchase quote line visible.
2. Set Handling Type to Accept Request on the quote line and enable Accept Action Message.
3. Choose Handling → Handle Journal. The system prompts you to confirm conversion of the quote to a purchase order.
4. Confirm. The quote is converted to a purchase order, the handling line is moved to the new order, and the journal is updated accordingly.

As a Purchasing Agent
I want to reject and delete a purchase quote through the Purchase Management Journal
So that unwanted quotes are cleaned up within the handling workflow

Setup:

1. Open the Purchase Management Journal with the quote line visible.
2. Set Handling Type to Reject Request and enable Accept Action Message.
3. Choose Handling → Handle Journal. The system prompts you to confirm deletion of the quote.
4. Confirm. The quote is deleted and the handling line is archived.

As a Purchasing Agent
I want to quickly copy all "New Requested" field values to the "Confirmed" fields for a set of lines
So that I can accept the vendor's proposed changes without entering each confirmed value manually

Setup:

1. Open the Purchase Management Journal and filter or select the lines you want to bulk-accept.
2. Choose Handling → Requested to Confirmed. The system copies the New Requested Quantity, New Requested Receipt Date, and New Requested Direct Unit Cost to the corresponding Confirmed fields for all lines within the current filter.
3. Set Handling Type to Accept Request on the relevant lines and handle as normal.

As a Purchasing Agent
I want to handle one specific journal line without processing the entire journal
So that I can act on urgent lines immediately while leaving the rest for later

Setup:

1. Open the Purchase Management Journal and navigate to the line you want to handle.
2. Set Accept Action Message and the appropriate Handling Type on that line.
3. Choose Handling → Handle Line (not Handle Journal). Only the current line is processed.

As a Purchasing Agent
I want to split an existing purchase order line into two separate lines with different quantities and/or dates
So that the vendor can deliver part of the order now and the remainder at a later date

Setup:

1. Open the Purchase Management Journal for the relevant order.
2. On the journal line, enter the quantity for the first delivery in the Split Quantity field.
3. Fill in the Confirmed Receipt Date for the first split and the New Requested Receipt Date for the second.
4. From the Purchase Management Journal or the Purchase Order Subform, choose Split Purchase Order Line.
5. The system reduces the original line's quantity to the split amount and creates a new purchase line for the remaining quantity with the second date.

Note: The purchase order must be in Open status before splitting. Released orders are automatically reopened if configured to do so.

As a Purchasing Agent
I want to copy a handling line to register a second vendor's alternative delivery offer
So that I can compare offers side by side in the journal before deciding which one to accept

Setup:

1. Open the Purchase Management Journal and navigate to the line you want to duplicate.
2. Choose Copy Handling Line from the function menu. A copy of the line is created with the same reference order details.
3. On the copied line, enter the alternative vendor's proposed date, quantity, and price.
4. When ready, set Accept Action Message on the preferred line and handle. Lines not accepted remain as historical alternatives.

As a Purchasing Agent
I want to see a list of purchase order lines where the expected receipt date has passed
So that I can prioritise follow-up with vendors on late deliveries

Setup:

1. Open the Purchase Management Journal.
2. Choose Overdue Order Lines from the navigation actions, or open it via Purchase Order → Handling → Overdue Order Lines.
3. The Overdue Order Lines page lists all purchase order lines where the expected receipt date is in the past.
4. Use this list to identify which lines need reminders or change requests.

As a Purchasing Agent
I want to carry out accepted action messages from the Requisition Worksheet or Planning Worksheet and have the resulting purchase orders or change requests land in the Purchase Management Journal
So that all new and changed orders are tracked from the moment they are created

Setup:

1. Open the Requisition Worksheet or Planning Worksheet and mark the relevant lines with Accept Action Message.
2. Choose Carry Out Action Message. The system prompts whether to create purchase orders or purchase quotes (for new action messages).
3. The resulting purchase orders are created and handling lines are automatically added to the Purchase Management Journal, ready to be sent to the vendor.
4. If change requests or cancellations are included, those are also added to the journal with the appropriate handling type.

As a Business Manager
I want to assign each purchasing user to a specific journal batch
So that users open their own journal automatically and do not see each other's lines

Setup:

1. Open Purchase Order Management Setup and choose User Journal.
2. For each user, enter their User ID, the Worksheet Template Name, and the Journal Batch Name they should use.
3. Optionally enable Transfer Journal Name if the user should inherit the batch name from the planning worksheet they carry out from.
4. From now on, when a user opens the Purchase Management Journal, they land in their assigned batch automatically.

As a Purchasing Agent
I want to see a complete record of all handling actions that have been applied to a purchase order line
So that I can understand the history of negotiations with the vendor for that line

Setup:

1. Open the Purchase Order and go to the order lines.
2. On the relevant line, find the Archived Handling Lines flowfield and click to drill down.
3. The Purchase Order Management Entries page opens, showing every archived handling action for that line — including the original values, requested changes, vendor responses, and confirmed outcomes with timestamps.

As a Purchasing Agent
I want to release or reopen a purchase order without leaving the Purchase Management Journal
So that I can manage document status as part of my handling workflow

Setup:

1. Open the Purchase Management Journal for the relevant purchase order.
2. Choose Handling → Release Purchase Order (Ctrl+F9) to release the order, or Handling → Reopen Purchase Order to reopen it.
3. The order status is updated and the journal view reflects the change in the Order Status column.

As a Business Manager
I want to configure automatic reminder sending so that reminders go out to vendors on a defined schedule without a purchaser having to trigger them manually
So that overdue purchase orders are followed up consistently even when no one is monitoring the journal actively

Setup:

1. Open Purchase Order Management Setup and choose Automatic Reminder Sending Setup.
2. On the setup page, add lines defining when each reminder should be sent. For each line, specify:
   • Vendor No. — leave blank for a default rule that applies to all vendors, or enter a specific vendor to override the default.
   • Reminder No. — the reminder sequence number (1 for the first reminder, 2 for the second, etc.).
   • Action — set to Send to send this reminder, or Skip to suppress it.
   • Date Formula — the number of working days after the previous request or reminder was sent before this reminder fires (e.g. <5D> for 5 working days).
3. On the setup page, choose Insert Job Queue to create the Job Queue entry that runs the automatic sending process.
4. Open the Job Queue entry and set its status to Ready and configure the recurrence (daily recommended).
5. Once active, the Job Queue checks each day which handling lines are due for their next reminder and sends them automatically.

Note: Sending reminders via Job Queue requires the Document Handling app (SCB.760) to be installed and enabled.

As a Business Manager
I want to control which users are permitted to confirm a price change when accepting a vendor's response in the journal
So that price updates to purchase orders are subject to an appropriate level of authorisation

Setup:

1. Search for Approval User Setup and open the page.
2. For each relevant user, find or add their row and set the Allow Percentage Changes field (added by the app) as appropriate.
3. When a user tries to confirm a Confirmed Direct Unit Cost or line discount percentage in the journal that differs from the original, the system checks this flag. Users without permission cannot confirm price changes through the journal.

As a Production Planner
I want to configure whether pending handling line changes (such as a requested quantity reduction) are reflected in the planning engine's supply calculations
So that MRP/planning runs take into account vendor negotiations already in progress, rather than planning based on the original ordered quantity

Setup:

1. Open Purchase Order Management Setup.
2. Enable Include Handling in Planning. When enabled, purchase lines with a pending New Requested Quantity or a Cancel Order handling type will use those values in the planning engine's inventory profile — not the original line quantity.
3. Optionally enable Include Quotes in Planning to have purchase quotes also contribute to supply in planning runs. Only quotes that are not marked as a "Second Choice" are included.
4. Run Calculate Plan from the Requisition or Planning Worksheet. The planning suggestions will reflect the adjusted supply quantities.

As a Purchasing Agent
I want to give a vendor access to their own handling lines through the Supplier Purchase Management Journal
So that the vendor can enter their confirmed dates, quantities, and prices directly without requiring a full BC user licence or phone/email follow-up

Setup:

1. Open Purchase Order Management Setup and choose Supplier Key.
2. Add a line for the vendor's BC user account: enter their User Name, Vendor Number, and Vendor Name. Leave Internal User disabled.
3. The vendor logs into Business Central and opens the Supplier Purchase Management Journal page (Usage Category: Documents). The page automatically filters to only show handling lines for their vendor number.
4. The vendor can enter Confirmed Quantity, Confirmed Receipt Date, and Confirmed Direct Unit Cost on their lines, or use Requested to Confirmed to bulk-accept the requested values.
5. The purchasing agent's Purchase Management Journal is updated with the vendor's confirmations, ready to be handled and applied to the purchase orders.

Note: The vendor must have a valid BC user account with at minimum read/write access to the Purchase Order Handling table. The Supplier Key table links their BC username to their vendor number for filtering.

As a Purchasing Agent
I want to use the journal's Handling actions instead of the standard "Carry Out Action Message" when processing purchase quote lines in the Requisition or Planning Worksheet
So that the handling workflow is maintained and quote conversions are tracked properly

Setup:

1. Open the Requisition Worksheet or Planning Worksheet.
2. Mark lines with Accept Action Message — if any of those lines refer to purchase quotes, the standard Carry Out Action Message action will produce an error message directing you to use the Handling button instead.
3. For purchase quote lines, use Handle Journal or Handle Line (available in the action bar, added by the app). This processes the quotes through the handling workflow, where acceptance converts the quote to a purchase order.
4. For standard purchase order lines (new, reschedule, cancel), the standard Carry Out action continues to work normally.

As a Purchasing Agent
I want to receive a notification showing the posted document number immediately after posting a purchase order or invoice
So that I can immediately reference the correct document without having to navigate to the posted documents list

Setup:

1. Open Purchase Order Management Setup.
2. Enable Display Posted Doc Number.
3. After posting a purchase invoice or credit memo, BC displays a message showing the posted invoice or credit memo number. This makes it easy to note or copy the number directly.

As a Purchasing Agent
I want to know that all remaining open handling lines for a purchase order are automatically archived when the order is posted
So that the journal is kept clean and the archive contains a complete history including any lines that were never explicitly handled

Setup:

No configuration is required. When a purchase order is posted (receipt, invoice, or both), the app automatically archives any remaining open handling lines in the Purchase Order Management Entries with the action type "Manually deleted". This ensures the full history is preserved in the archive even if a line was never explicitly handled before the order was completed.