QAD 2017 Enterprise Edition > User Guides > Purchasing > Legal Documents > Fiscal Receiving > Using Configured Messages to Segregate Fiscal Receiving Duties
  
Using Configured Messages to Segregate Fiscal Receiving Duties
In some organizations, segregation of duties (SOD) requirements prevent users who perform routine fiscal receiving tasks from confirming fiscal receiving for orders on which the original PO amount does not match the receiving legal document amount. A user in a different role is required to complete the confirmation. Enterprise Edition supports this scenario through role permissions and configured messaging.
Example: An AP Accounting Clerk typically uses Fiscal Receiving (5.20.1) to record the fiscal aspects of legal documents related to PO receipts. Under regular circumstances, the value of the receiving legal document matches the original PO, so the AP Accounting Clerk confirms the legal document during fiscal receiving. However, if there is a discrepancy in the amounts, the company's SOD policy requires someone in the role of AP Supervisor to complete fiscal confirm.
When there is a discrepancy, the system uses the setting of Fiscal Confirm with Discrepancies in Receiving Legal Document Control:
• If Fiscal Confirm with Discrepancies is Yes, the system confirms the document in Fiscal Receiving even if the amounts do not match. No SOD control applies.
• If Fiscal Confirm with Discrepancies is No, the system displays a message in this format during the line check and confirmation steps if the amounts do not match:
Price variance found: PO price nnnnn, legal document price nnnnn
Records set up in Configured Message Maintenance determine (based on the Severity Level value) whether the user can confirm the fiscal receiving when there is a discrepancy.
Setting Up the Feature in Enterprise Edition
In Enterprise Edition, Fiscal Confirmation (5.20.2) is similar to the confirmation portion of Fiscal Receiving. However, you can use a configured message to have the confirmation process behave differently, depending on how confirmation functionality is accessed.
1 Use Configured Message Maintenance (36.4.6.13) to set up a record associated with the line check step in Fiscal Receiving.
Note: Optionally, you can create records specific to site/address combinations, or leave those fields blank to make generic records.
a Enter poldnfmt.p as the Calling Program.
b Enter 11134 as the Message Number.
c Enter 2 as the Severity Level. This value displays the message as a warning and allows the user to continue with the line check step.
2 Use Configured Message Maintenance to set up a record associated with the confirmation step in Fiscal Receiving.
a Enter poldnfmt.p as the Calling Program.
b Enter 12936 as the Message Number.
c Enter 3 as the Severity Level. This value displays the message as an error and does not allow the user to confirm the legal document.
3 Use Configured Message Maintenance to set up a record for Fiscal Confirmation.
a Enter poldconf.p as the Calling Program.
b Enter 12936 as the Message Number.
c Enter 2 as the Severity Level. This value displays the message as a warning; the user can continue to confirm the legal document.
4 In Receiving Legal Document Control, set Fiscal Confirm with Discrepancies to No.
5 In Role Permissions Maintain, using the example roles explained earlier, be sure that the AP Account Clerk has access to Fiscal Receiving, but not to Fiscal Confirmation. Give the AP Supervisor access to both programs.
With this setup, the AP Accounting Clerk uses Fiscal Receiving to complete the receiving/confirmation tasks in most cases. However, when there is a discrepancy, the AP Accounting Clerk receives the error message and cannot complete the confirmation action (note that the discrepancy causes a warning to display during the line check, but the user can continue). The AP Supervisor then uses Fiscal Confirmation to confirm the receiving legal document. Although the AP Supervisor sees the same message, this time it is only a warning.