Set Up Options
Often, users need to purchase certain items, or expense types, where they need to include characteristics, for example, size, colour, style, and so on, when ordering from the vendor. In Sparkrock 365, these characteristics are called options.
Options provide purchasing departments a more effective way to manage catalog items. Before the option functionality, if the article being requested offered similar but unique versions, such as size or colour, with the same unit cost, a unique expense type record had to be configured to allow the user to select the desired article version.
Unlike attributes, options are transactional, which means that while attributes provide additional information, options require selections during the transaction process. Using options, you can enter the characteristics of the item, or expense type, at the time of purchase with the limitation that the types and values that can be selected have been established.
For example, a bicycle might have the options Size, colour, and Style defined. In addition, each of those options may have the following defined values:
Size
- Small
- Medium
- Large
colour
- Black
- White
- Red
Style
- Racing
- Mountain
- Street
Note
Note:
Options are not supported for expense claims in mySparkrock.
Processing Overview
During the creation of purchase and payment requests, additional fields display at the point where you select the expense type or updates the request line. The expense type option value can be selected at two different points in the requisition workflow. First, when creating the request line and selecting an expense type record, if that expense type has available options, those options are displayed, and you can select the desired value for the option. For example, the option size would have option values Small, Medium, and Large. Default option values can be assigned to the expense type to allow selecting the expense type without selecting the option value. After the request line is populated with the expense type, the option fields are displayed, and you can select the option value at that point.
After the request is converted into a purchase order or purchase invoice, the option displays on the purchase order line and purchase invoice line, where the number of options is displayed in the FactBox to the right. Option values are also displayed on the purchase invoice actions of Get Receipts Lines and Get PO Lines.
For a purchase order, the option value is only available when the expense type has also been selected on the purchase order line. The same requirement to select a value for all options applies. For customers implementing options after going live, any in-process requests using an expense type which has been modified to add options, must have option values assigned to support further processing. The same issue applies to in-process purchase orders and purchase invoices.
To create options and option values for items
Choose
, enter items, and then choose the related link.The Items page opens.
Select the item for which you want to create an option, and then on the action bar, choose Manage > Edit.
The Item Card page opens.
On the action bar, choose Item > Options.
The Options page opens.
To create an option for this item, choose New.
A new row appears.
In the Name field, specify a descriptive name for the option.
To add the required option values to each option, on the action bar, choose Values.
The Option Values page opens.
To create a value, choose New.
A new row appears.
In the Value field, specify a descriptive name for the value.
(Optional) To set one option value as the default, select the Default checkbox.
To create options and option values for expense types
Choose
, enter expense types, and then choose the related link.The Expense Types page opens.
Select the expense type for which you want to create an option, and then on the action bar, choose Attributes/Options > Options.
The Options page opens.
To create an option for this expense type, choose New.
A new row appears.
In the Name field, specify a descriptive name for the option.
To add the required option values to each option, on the action bar, choose Values.
The Option Values page opens.
To create a value, choose New.
A new row appears.
In the Value field, specify a descriptive name for the value.
(Optional) To set one option value as the default, select the Default checkbox.
Block options or option values
If an option or option value is no longer available, you can block the option and make the option unavailable for use on new lines. For example, you may want to block an option or option value that has been discontinued, but you still want the option or value to be available to view for archived records.
To block an option or an option value for an item
Choose
, enter items, and then choose the related link.The Items page opens.
Select the item for which you want to block an option or option value, and then on the action bar, choose Manage > Edit.
The Item Card page opens.
On the action bar, choose Item > Options.
The Options page opens.
To block an option, select the Blocked checkbox.
To block an option value, on the action bar, choose Values.
The Option Values page opens.
To block an option value, select the Blocked checkbox.
You may not block the option value that is designated as a default.
To block an option or option value for an expense type
Choose
, enter expense types, and then choose the related link.The Expense Types page opens.
Select the expense type for which you want to block an option or option value, and then on the action bar, choose Attributes/Options > Options.
The Options page opens.
To block an option, select the Blocked checkbox.
To block an option value, on the action bar, choose Values.
The Option Values page opens.
To block an option value, select the Blocked checkbox.
You may not block the option value that is designated as a default.
See also
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