The Enable Release Order Coding setting, managed by the Community Administrator. Determines a buyer's ability to modify the financial coding (account codes) for a Release Order at checkout.

If this setting is disabled, the account code fields will be grayed out on the Checkout screen, preventing any updates to the account codes on release orders.

If the setting is enabled, the Release Order Coding Controls field appears, offering two options: All or Limited.

Blanket Order Setup

When the Enable Release Order Coding setting is active, users with the Create Blanket Order role can utilize the Allow Release Order Coding checkbox during BO creation.

Allowed: If the Allow Release Order Coding box is checked, release orders can use account codes that differ from the code entered on the Blanket Order. The BO's Details tab will display Release Order Coding is ALLOWED.

Not Allowed: If the box is not checked, the BO's Details tab will display Release Order Coding is NOT ALLOWED.

Release Order Checkout Behavior

The coding options available at checkout are controlled by the Release Order Coding Controls setting:

Controls Set to "All"

"All" allows users to select any account code they have access to, even if it differs from the default code designated on the Blanket Order.

• On the Checkout Screen: The user can manually key in the desired account codes 

  • Select the 3 dots next to the account code > select Clear Account Code > then enter the new code; or

  • Select Load Default Account Code to revert to the code designated on the parent Blanket Order.

Controls Set to "Limited"

"Limited" ensures users can only use the account codes designated on the Blanket Order itself. However, they can allocate different account codes when splitting the cost of the line(s) on a release order.

• To Split Account Codes: Click the split icon > select +Add Split > enter the desired account code and amount > select OK.

Accepting/Rejecting Invoices Against Release Orders

The ability to update account coding during the invoice acceptance stage also depends on the Release Order Coding Controls.

Controls Set to "All"

If the BO has Enable Release Order Coding enabled and the Release Order Coding Controls set to ALL. 

Buyers can change the designated account code assigned to the release order, if:

• Enable Release Order Coding setting is enabled
• Release Order Coding Controls is ALL and

• The buyer had access to the new account code(s)

   

1. Navigate: Access the Tasks menu > select Approvals > locate the invoice number > select the invoice number hyperlink > click Accept/Reject.

2. Modify/Split Account Code: Click the split icon in the account code field > update the desired account code and amount. You can also select +Add Split to add more account code lines or Remove lines.

3. Accept: Click OK and then select Accept.

Note: The account code and funds chosen will be posted against the release order and the invoice. The original parent Blanket Order will still reflect the original account code and amount entered at creation.

Controls Set to "Limited"

If the Release Order Coding Controls is set to Limited, buyers cannot change the designated account code assigned.

However, the buyer can update the amount and it will appear on release order; if:

• Enable Release Order Coding setting is enabled and

• Release Order Coding Controls is Limited 

   

1. Modify Amount (If Needed): To update the amount (which will appear on the release order), access the invoice via the Tasks menu > select Approvals > locate the invoice number > select the invoice number hyperlink > click Accept/Reject.

2. Update Amount: The account code field will be grayed out. In the Amount field(s), insert the desired amount(s) > click OK > select Accept.

Note: The original parent Blanket Order will continue to reflect the original amount, entered at the time of creation.

What's Next/Related

• Procurement Administration Module