You use this program to create purchase orders from requisition lines.
You can achieve this only if all the required details have been entered on the requisition and you have been granted the appropriate user authority to create a purchase order.
- Toolbar and menu
- Criteria
- Suggested Purchase Orders
- Supplier Details
- Requisition Line Details
- Notes and warnings
| Field | Description |
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| Start Review |
Select this to display the list of the requisitions you selected for purchase order creation in the Suggested Purchase Orders pane. Requisitions are displayed according to the entered selection criteria. |
| Change Criteria | Select this to change the selection criteria. You are prompted to confirm the clearing of the Suggested Purchase Orders listview, because any changes made will be lost. |
Indicate criteria according to which requisitions must be selected for purchase order creation.
| Field | Description | ||||||
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| User | |||||||
| Requisition user | Indicate the code of the requisition user creating the purchase order(s). | ||||||
| Requisition user name | This displays the name of the Requisition user. | ||||||
| Suppliers | |||||||
| Supplier selection | Indicate the supplier(s) for whom to include requisitions for purchase order creation. | ||||||
| Requisitions | |||||||
| Requisition selection | Indicate the requisition(s) for which to create purchase orders. | ||||||
| Copy custom forms to purchase order | Select this to copy any custom form data defined against the requisition header/requisition lines to the purchase order created from the requisition, providing the same custom forms exist against the purchase order. | ||||||
| Due dates | |||||||
| Due date selection | Indicate the due date(s) for which to include
requisitions for purchase order creation. The due date is defined against each requisition when it is entered. For a call off multiple Blanket Purchase Order the system creates a single Purchase order for the next date on the schedule. When a requisition is raised, the due date is used to determine the schedule date. Only one purchase order per date is currently accepted. If you raise the requisitions with a due date within your scheduled range, the new purchase order is created. However, you cannot re-use the same due date for the same Blanket Purchase Order schedule. |
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| Stock codes | |||||||
| Stock code selection | Indicate the stock code(s) for which to include requisitions for purchase order creation. | ||||||
| Warehouses | |||||||
| Warehouse selection | Indicate the warehouse(s) for which to include requisitions for purchase order creation. | ||||||
| Default associated warehouse |
Optionally indicate a warehouse to which to associate non-stocked requisition lines. This warehouse automatically populates the Associated warehouse column in the Suggested Purchase Orders listview and ignores the non-stocked warehouse **, so all non-stocked lines are sorted by the associated warehouse. This enables you to create non-stocked lines as lines together with stocked lines on the same purchase order. If you do not enter a warehouse here, then you can indicate the required associated warehouse in the Suggested Purchase Orders listview. This only applies when the option: Restrict order to single warehouse is enabled (Purchase Orders Setup). |
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| Capex numbers | |||||||
| Capex number selection | Indicate the capex code(s) for which to include requisitions for purchase order creation. | ||||||
| Originators | |||||||
| Originator selection | If you have the authority to add and approve requisitions and also to create purchase orders, then to create the purchase order directly after approving the requisition, select Single at this option and enter your requisition user code. Alternatively, you need to route the approved requisition to yourself before you can create the purchase order. | ||||||
| Exclude 'MRP' | This excludes all requisitions created by the user MRP. | ||||||
| Include approved 'MRP' only | This includes requisitions created by the user MRP, but only those that have been approved (i.e. requisitions in a status of R). | ||||||
| Current holders | |||||||
| Current holder selection | Indicate the current requisition holder for whom to
include requisitions for purchase order creation. This only applies when the preference: Only select requisitions for current holder is not enabled in the Requisition Entry program. |
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| Customers | |||||||
| Customer selection | Indicate the customer(s) for whom to include requisitions for purchase order creation. | ||||||
| Buyers | |||||||
| Buyer selection | Indicate the buyer(s) for whom to include requisitions
for purchase order creation. This option enables you to select requisition lines for a single buyer or for all buyers. If the purchase order setup option: Validate buyer when purchase order created is set to Mandatory or If entered, then the buyer code against the requisition line is used to group requisition lines into suitable purchase orders. |
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| Purchase order types | |||||||
| Purchase order type | Indicate the purchase order type(s) for which you want
to include requisitions for purchase order
creation.
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| Sort criteria |
This enables you to include the customer and customer purchase order in the sort criteria when creating suggested purchase orders from requisitions. Assume you have 100 requisitions for 10 suppliers. This would create 10 purchase orders, because each purchase order can only be for a single supplier. If you include the customer in the sort criteria and for each of the 10 suppliers, 5 requisitions are for Customer 1 and 5 are for Customer 2, then this would split each suggested requisition into half again and only allow a purchase order to be raised for the same supplier and the same customer. As an example: Requisition 1 - supplier 1, customer 1 - would be on suggested purchase order 1 Requisition 2 - supplier 1, customer 2 - would be on suggested purchase order 2 (because the customer is different) Requisition 3 - supplier 1, customer 1 - would be on suggested purchase order 1 Requisition 4 - supplier 2, customer 1 - would be on suggested purchase order 3 Requisition 5 - supplier 2, customer 1 - would be on suggested purchase order 3 Requisition 6 - supplier 1, customer 2 - would be on suggested purchase order 2 The same would apply to including the Customer Purchase order number in the sort criteria. |
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| Include Customer in sort criteria | Enable this to include the Customer on the requisition
in the sort criteria when creating purchase order
lines. For example: You have two requisitions for different customers, but for the same stock item. If you select this option, then two purchase orders are created. If you deselect this option, then only one purchase order is created. |
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| Include Customer Purchase order in sort | Enable this to include the Customer Purchase order on the requisition in the sort criteria when creating purchase order lines. |
This listview displays the requisitions according to the entered selection Criteria.
At this point you can perform a number of functions relating to the requisition or requisition line.
| Field | Description | ||||||||||
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| Create New PO |
Select this to create one or more purchase orders for the selected requisition line(s). All requisition lines excluded from Purchase Order creation are displayed in a Results listview (see Listview). Requisition lines with errors do not halt the Purchase Order creation process - they are merely excluded. The Purchase Order Header Information program is displayed, enabling you to maintain the purchase order header details.
For a call off multiple Blanket Purchase Order, the system creates a single Purchase order for the next date on the schedule. When a requisition is raised, the due date is used to determine the schedule date. Only one purchase order per date is currently accepted and the program creates a Purchase order for the first requisition created for the Blanket Purchase Order, but subsequent requisitions linked to the same Blanket Purchase Order cannot be confirmed into a purchase order. |
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| Update Existing PO | Select this to add the selected requisition line(s) to
an existing purchase order rather than creating a new purchase
order for the selected line(s). You are prompted to indicate the existing purchase order to which the requisition line must be added. The following validation is done before appending a requisition line:
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| Recreate Suggested PO | Select this to clear the listview contents and redisplay the listview contents in the associated warehouse sequence. This option is only enabled after the Start Review option has been selected. It is disabled when the Change Criteria button is selected. | ||||||||||
| Select All | Select this to select all requisition lines currently displayed in the listview. Only selected lines are included when you use the Create New PO or the Update Existing PO options. | ||||||||||
| Deselect All | Select this to deselect all requisition lines currently displayed in the listview. | ||||||||||
| Hold All Lines | Select this to place a hold on all requisition lines currently displayed in the listview. | ||||||||||
| Release All Lines | Select this to release all requisition lines currently displayed in the listview from a hold status. | ||||||||||
| Notes | Select this to enter requisition notes, purchase order comments, or notes using a notepad editor. | ||||||||||
| Requisition Notes | Select this to use the Admin Notepad Editor (Monospaced Text) program to attach free format notes to the requisition line currently highlighted in the listview. | ||||||||||
| Purchase Order Comments | Select this to use the Admin Notepad Editor (Monospaced Text) program to enter notes to attach to the purchase order created from the requisition line currently highlighted in the listview. | ||||||||||
| Notepad | Select this to use the Admin Notepad Editor (Rich Text) program to add free format notes to the currently highlighted requisition line. | ||||||||||
This displays the separate suggested purchase orders to create based on valid approved requisitions.
| Column | Description | ||||
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| Column 1 |
An error icon is displayed in this column when an error exists on the requisition line that prevents the purchase order from being created. A tool tip provides additional information about the error. Although the line cannot be selected for purchase order creation, it can be placed on hold. The following validation is performed:
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| Warehouse | As this is displayed against the purchase order (not
each individual purchase order line) it is only displayed
when the Restrict order to single warehouse
option is enabled (Purchase Orders Setup). When this option is not enabled, there is no restriction on which requisition lines can be grouped into a single purchase order based on the warehouse so each line can contain a different warehouse. Therefore the warehouse is not displayed against the purchase order. See also Line warehouse below. |
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| Line warehouse | This indicates the warehouse for the requisition line
and is displayed irrespective of your selection at the
Restrict order to single warehouse
option (Purchase Orders Setup). Each line can contain a different warehouse when the Restrict order to single warehouse option is not enabled. You use the Field Chooser option to add the Line warehouse column. |
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| Selected | A tick in this column indicates that the requisition
line is selected and will be included in the purchase order
creation process. The line cannot be selected if the stock code is missing. |
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| On hold | A tick in this column indicates that the requisition line is on hold and will not be included in the purchase order creation process. | ||||
| Associated warehouse |
Indicates the warehouse to which a non-stocked line is associated for purposes of creating the purchase order. This defaults to the Default associated warehouse entered in the Criteria pane, but can be changed. This only applies when the option: Restrict order to single warehouse is enabled (Purchase Orders Setup). |
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| Delivery terms |
This indicates the three-character alphanumeric Incoterms code, denoting the terms of delivery for the acquisition (arrival).
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| Shipping location | This indicates the Shipping location associated with the Delivery terms. | ||||
This pane includes details about the supplier, including the supplier's contact details.
| Column | Description | ||||||
|---|---|---|---|---|---|---|---|
| Auto vouchering required | This displays the auto vouchering selection defined against the
supplier in the Suppliers program.
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This program can also be accessed by selecting the Create Purchase Order option from the Functions menu of the Requisition Entry program.
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A requisition must be routed to a user in order to create a purchase order and that user must have access to create a purchase order. You cannot create a purchase order for a requisition that has not been routed to anyone.
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You can only create purchase orders for requisition lines that are in a status of Approved.
It is possible for the requisition line status not to match the requisition header status. See Requisition Header for additional information.
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Requisitions with a blank Holder (or that have not been routed to any user) are excluded.
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If you selected the setup option: Commitment accounting required (General Ledger Setup) then you must define all period end dates for the current General Ledger year. You may be unable to create a purchase order from a requisition if these dates are not defined for the full year.
If you receive an error due to the period end dates not having been defined, then you first need to define the dates and then use the GL Commitment Takeon program to rebuild the committed values before you can create your purchase orders.
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All Issue and Transfer requisition types are ignored. You need to use the Requisition Stores Issues and Transfers program to process these requisition types.
Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.
Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.
| eSignature Transaction | Description |
|---|---|
| PO Requisition change user |
Controls access to the Requisition user and User fields in the following programs:
This eSignature can be used to force the use of the Requisition user defined against the operators (Operators) as these programs' default user. |
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description |
|---|---|
| PO Req change user | Controls whether an operator can change the requisition user code
when using the Requisition Entry, Requisition Create Purchase Orders and Requisition Stores Issues and Transfers programs. The User field in these programs defaults to the Requisition user defined against the operator's code (Operators - Defaults). Therefore, the operator cannot use these programs if this activity is denied and the default Requisition user is not defined. |
| PO Req create purchase order, issues and transfers from all users | Controls whether requisition users can create purchase orders, issues
and transfers from requisitions when they are not the current holder of the
requisition. When this activity is denied, the preference Creating Purchase orders, Issues and Transfers > Only select requisitions for current holder is disabled (see Requisition Entry - Preferences). When this activity is allowed, the preference can be selected as required by the operator. |
| PO Add non-merchandise line |
Controls access to the addition of non-merchandise lines to a purchase order in the Purchase Order Entry program. |
| PO Add purchase order |
Controls access to the Create P/order and New P/order functions in the PO Creation, Requisition Create Purchase Orders and Purchase Order Entry programs. |
| PO Maintain purchase order |
Controls access to the maintenance of purchase orders in the following programs:
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| PO Add purchase order merchandise line |
Controls access to the Enter Stocked Line and Enter Non-stocked Line functions in the following programs:
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Create a purchase order from a requisition
![[Note]](images/note.png)
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From the Requisition Entry program, enter your user code.
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Indicate the selections you require and select the Select Requisitions option.
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A screen displays the number of requisitions selected.
Select OK to proceed.
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A listview displays the individual lines for which purchase orders will be created.
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From the Requisition Create Purchase Orders program, indicate the requisition lines for which you want to create a purchase order using the tick box in the Selected column of the listview.
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Select the Create New PO option.
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Select OK to create a new purchase order.
The Header Maintenance screen (Purchase Order Header Information) for purchase orders is displayed.
Optionally enter additional information.
Select Save to proceed.
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The Requisition Due Dates screen is displayed with the following option:
- Use a single due date for all order lines
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Select this of you want all due dates for the purchase order lines you are creating to be the same.
If you do not select this option, then the due dates defined against each requisition line are used as the due dates for the purchase order lines.
- Due date to use
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This indicates the single due date you want to attach to all purchase order lines.
This option is only available if you selected to use a single due date for all order lines.
Select OK to continue.
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A screen displays the purchase order number created.
Select OK to return to the listview.
Alternatively, select the Purchase Order Maintenance function to maintain the newly created purchase order (see Purchase Order Entry).
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Select OK to return to the Requisitions Routed to user listview.
Create a purchase order from a requisition
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From the Requisition Entry program, enter your user code.
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Indicate the selections you require and select the Select Requisitions option.
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A screen displays the number of requisitions selected.
Select OK to proceed.
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A listview displays the individual lines for which purchase orders will be created.
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From the Requisition Create Purchase Orders program, indicate the requisition lines for which you want to create a purchase order using the tick box in the Selected column of the listview.
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Select the Create New PO option.
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Select OK to create a new purchase order.
The Header Maintenance screen (Purchase Order Header Information) for purchase orders is displayed.
Optionally enter additional information.
Select Save to proceed.
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The Requisition Due Dates screen is displayed with the following option:
- Use a single due date for all order lines
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Select this of you want all due dates for the purchase order lines you are creating to be the same.
If you do not select this option, then the due dates defined against each requisition line are used as the due dates for the purchase order lines.
- Due date to use
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This indicates the single due date you want to attach to all purchase order lines.
This option is only available if you selected to use a single due date for all order lines.
Select OK to continue.
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A screen displays the purchase order number created.
Select OK to return to the listview.
Alternatively, select the Purchase Order Maintenance function to maintain the newly created purchase order (see Purchase Order Entry).
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Select OK to return to the Requisitions Routed to user listview.