You use this program to view details of purchase order requisitions created by and/or originating from a specific requisition user.
In addition, functions such as approving, clearing, canceling, acknowledging, routing and placing requisitions and requisition lines on hold and releasing them from hold are included. The functions available depend on the level of authority you are granted (Requisition Users).
Field | Description | ||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Function | |||||||||||||
Create Purchase order |
Select this to create a purchase order from the highlighted requisition using the Requisition Create Purchase Orders program or to add a requisition line to an existing purchase order. This function is only enabled if you have been granted the appropriate user authority to create a purchase order (Requisition Users). |
||||||||||||
Stores Issues and Transfers | Select this to use the Requisition Stores Issues and Transfers program to issue or transfer items from warehouses to satisfy stores requisitions. | ||||||||||||
Recreate Requisition Header | Select this to use the Requisition Purge program to delete all requisition header records and recreate them according to the detail records held on file. | ||||||||||||
Options | |||||||||||||
Preferences |
Select this to configure default options to apply when entering requisitions (see Preferences). You can save these preferences against the operator or apply them only for the current run of the program. |
||||||||||||
Show All | Select this to display all relevant requisition lines in the listview. | ||||||||||||
User |
Indicate the code of the requisition user for whom you want to view and maintain requisitions. This defaults to the Requisition user defined against your operator code (Operators -Defaults). To access requisitions created using the Purchase Order Review or Requisition Review programs (Requirements Planning), you enter the user code MRP. If a password is defined against the User code (Requisition Users) then it must be entered before you can continue, even when this is the Requisition user defined against your operator code. |
||||||||||||
Multiple Lines | This is only enabled once you have entered and accepted
a requisition number.
|
||||||||||||
Exclude | By default, all requisitions routed to you and
originated by you are displayed in the listview. These options enable you to indicate that you want to view only requisitions originated by you or requisitions routed to you in the listview.
|
||||||||||||
New | Select this to use the Requisition Entry Maintenance program to create a new
requisition. The person who creates a new requisition using this option is regarded as the Originator of the requisition. Although the initial requisition information does not have to be correct (the Originator might not be aware of stock codes, order quantity contracts, etc) it must, however, be corrected by subsequent users before the requisition can be confirmed. |
||||||||||||
Single Requisition |
By default, all requisitions routed to you and originated by you are displayed in the listview. If you only want to display details for a single requisition, then you need to select the Preference: Default view > Single requisition. This enables you to use this field to enter the requisition number you want to view. You can then use the Prev and Next options to navigate to the previous or next requisition number. Alternatively, you can select the Browse icon to display requisitions (see PO Browse on Requisition Header). Only requisitions routed to you can be selected. In addition, only those requisitions you selected to view in the Preferences (View requisitions in status options) can be selected. |
||||||||||||
Details | Select this to use the PO Browse on Requisition Details program to view all requisitions routed to you or originated by you according to the Preferences you selected (see Preferences). |
This screen is displayed if a password is defined against the requisition user code (see Requisition Users).
Field | Description |
---|---|
Enter password | Enter the password defined against your requisition user code. |
OK | Select this to accept the password you entered. |
Cancel | Select this to return to the previous screen. |
This screen is displayed if the requisition user code is temporarily unavailable (see Requisition Users):
Field | Description |
---|---|
The user is temporarily unavailable. Would you like to set the user to be available? | |
Yes | Select this to change the requisition user from being unavailable to being available. |
No | Select this to leave the requisition user in a state of unavailable. This does not prevent the user from accessing the Requisition Entry program, but it prevents requisitions from being routed to the user. |
The Preferences option enables you to configure default options to apply when using this program.
Note that these preferences also apply to the PO Browse on Requisition Details program which is loaded when you select the Details option.
Field | Description | ||||
---|---|---|---|---|---|
Save / Save and Close |
Select this to save these settings against your operator code. If you do not save the preferences, then your selections remain in effect only for the current run of the program. |
||||
Close |
Select this without first selecting the Save function to keep your selections in effect only for the current run of the program. |
||||
Select | This applies to the View requisition in status options and allows you to simultaneously enable all or disable all of these options. | ||||
General preferences | |||||
Only approve lines for current holder |
Enable this to approve only the requisition lines routed to you. This applies if individual requisition lines were routed to different users for approval. If you do not select this option, then when you approve a requisition line routed to you, all other requisition lines are also automatically set to approved. |
||||
Default p/o creation type is blanket p/o | Enable this if you normally create blanket purchase
orders from requisitions.
|
||||
Trigger once only when routing next line |
Enable this to trigger a single event for each requisition routed to another user, regardless of the number of lines held against the requisition. When not enabled, an event is triggered for each requisition line on the requisition that is routed to another user. This preference applies only if you configured the event: Requisition routed to another user (req & receipt) or the event: Requisition routed to another user (req only) (Event Management). |
||||
Automatically create with default additional information |
Enable this to automatically apply the additional information (see Detailed Information), for the first requisition line you create to additional lines for the same requisition. Selecting this does not prevent you from changing the additional information for individual requisition lines if required. |
||||
Warn if price is zero when approving |
Enable this to display a warning message when you attempt to approve a requisition or line with a zero price when you have access to the activities PO Req approve reqn line when price is zero when approving entire req and/or PO Req approve requisition line when price is zero. You can then either approve or ignore the requisition line(s). See Activity considerations in Notes and warnings. If you do not have access to these activities, then an error message is displayed when you attempt to approve a requisition or line with a zero price. This is irrespective of whether you enable this preference. |
||||
Default costing method | Indicate the costing method to apply as the default when adding requisitions in the Requisition Entry Maintenance program. See Detailed Information. | ||||
Creating Purchase orders, Issues and Transfers | |||||
Only select requisitions for current holder |
Enable this to view only those requisitions for which you have the authority to create purchase orders. This option is disabled when the activity: PO Req create purchase order, issues and transfers from all users is denied. See Activity considerations in Notes and warnings. |
||||
Default view | |||||
Exclude Routed to you | Enable this if, by default, you do not want to display
requisitions routed to you in the listview. Enabling this preference automatically selects the option: Exclude > Exclude Routed to you, but you can manually deselect this option if required. |
||||
Exclude Originated by you view | Enable this if, by default, you do not want to display
requisitions originated by you in the listview. Selecting this preference automatically selects the option: Exclude > Exclude Originated by you, but you can manually deselect this option if required. |
||||
Single requisition |
Enable this to be able to enter a single requisition whose lines you want to display in the listview. If you select this preference, then no requisitions are displayed in the listview after you enter your requisition user code, so that you can indicate the single requisition to display. |
||||
User | This preference enables you to set yourself as being temporarily unavailable to receive requisitions. | ||||
Temporarily unavailable |
Enable this to set your requisition user to be temporarily unavailable to receive requisitions. Requisitions are still routed to you (for audit trail purposes) but are then immediately re-routed to the user defined in the Forward to field below. |
||||
Forward to |
Enter the requisition user to which your requisitions must be routed during the period that you are temporarily unavailable. A valid requisition user code must be entered. The user cannot be temporarily unavailable. |
||||
View requisitions in status |
Indicate the requisitions to display in the listview, based on their status. For example, if you do not want to include cancelled requisitions in the listview, then deselect the Cancelled option. Use the Select option from the toolbar to simultaneously select or deselect all statuses. |
The options available depend on the level of authority you are granted (see Requisition Users).
If you are using requisition budgets (General Ledger Setup) then the system tracks the amount or quantity approved against the available budget. When you cancel a requisition/line, the approved level against the budget is reduced. When you approve a requisition/line, the approved level against the budget is increased. Similarly, when you change a requisition/line the approved level against the budget is increased/decreased.
Field | Description | ||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Requisitions | Whenever a single function is performed on any line
(i.e. Approve,
Clear, Hold,
Release or Cancel)
the header record for the corresponding requisition is changed
to a status of In Process. You can maintain a requisition/line when it has been routed to another user providing you are the originator of the requisiton/line and the option Allow maintenance if not current holder is enabled against your requisition user code (Requisition Users). |
||||||||||||||
Add | Select this to use the Requisition Entry Maintenance program to add a line to the requisition currently highlighted in the listview. | ||||||||||||||
Change | Select this to use the Requisition Entry Maintenance program to maintain the
requisition line currently highlighted in the
listview. Once a requisition is approved, the user who approved the requisition can change it. Once the requisition is routed, it cannot be changed. It must first be routed back to the approver to un-approve it so that the changes can be made. Once a requisition line has been issued or transferred, it cannot be changed. |
||||||||||||||
Approve |
Select this to approve requisitions routed to your user code for further processing.
If a requisition/line cannot be approved due to missing or incorrect information, then a message is displayed indicating the conditions which have to be met before the requisition can be approved. You will then need to use the Change option to correct or add information held against the requisition, before again attempting to approve it. If the price is zero, a warning message is displayed, providing you selected the preference: Warn if price is zero when approving (see Preferences). If you do not have access to the activities: PO Req approve reqn line when price is zero when approving entire req and PO Req approve requisition line when price is zero, then an error message is displayed when you attempt to approve a requisition/line with a zero price. See Activity considerations in Notes and warnings. When approving a requisition or requisition line, the system checks whether Approval level checking is set to User, Group or Product class within group (General Ledger Setup) and then applies the following rules to determine if the approval can be processed:
The following applies to automatic approval:
|
||||||||||||||
Clear |
Select this to clear (i.e. reverse) the approval of previously approved requisitions.
|
||||||||||||||
Cancel |
Only the originator can cancel a requisition. This is to prevent an important requisition being cancelled without the originator's knowledge. This option is therefore only enabled when you highlight a requisition line originated by you. An approved requisition must be unapproved before routing it back to the originator for cancelling. You cannot cancel a requisition line linked to a capex line. You use the Asset Capex Items program to detach the capex line. You cannot cancel a requisition if at least one of the lines has been Issued or Transferred, nor can you cancel a requisition line that has been Issued or Transferred.
|
||||||||||||||
Acknowledge | Select this to confirm that you have been notified of
the receipt of the requisition items. This option is only enabled when you highlight requisition lines routed to you.
|
||||||||||||||
Route | There is a limitation in the Requisition system which
forces you to route a requisition at least once before a
purchase order can be generated. See Requisition Entry Maintenance. This prevents
one person raising, approving and ordering without some change
of command.
|
||||||||||||||
Hold |
|
||||||||||||||
Release | This option only applies to requisitions/requisition
lines which are currently in a status of On
hold.
|
||||||||||||||
Notes | Enter requisition notes, purchase order comments, or
notes using a notepad editor.
|
||||||||||||||
This enables you to print a single requisition or a requisition line. Multiple requisitions can be printed in batch mode using the Requisition Print program.
|
|||||||||||||||
Play | Select this to use the Multimedia program to view any multimedia objects assigned to the entry currently highlighted in the listview. | ||||||||||||||
Edit | Select this to use the Multimedia program to define multimedia objects against the entry currently highlighted in the listview. |
When you enter your requisition user code in the User field, then by default, all requisitions routed to you and originated by you are displayed in this listview.
You can use the Exclude option to change this display. Alternatively, you can enter a requisition number in the Single Requisition field to display the details for that requisition only. Thereafter, you can select the Show All option from the Options menu to re-display all requisitions.
|
Column | Description |
---|---|
Requisition | This indicates the requisition number. |
Stock code | This indicates the code of the stock item being requisitioned. |
Description | This indicates the description of the stock code. |
Requisition line | This indicates the requisition line number, within the requisition number. |
Status |
This indicates the current status of the line. See Statuses. |
Quantity | This indicates the quantity being requisitioned. |
Price | This indicates the unit price of the item being requisitioned. |
Holder | This indicates the requisition user code of the requisition user currently holding the requisition. This is blank when the requisition has not been routed to another user. |
Originator | This indicates the requisition user code of the requisition user who originated the requisition. |
Warehouse |
This indicates the warehouse for which the item was requisitioned. For a non-stocked item, this defaults to the non-stocked warehouse code (**). |
Grouping |
This indicates whether the requisition was originated by you or routed to you. This is the column on which the listview is initially grouped when you first load the Requisition Entry program. |
Requisition type |
This indicates whether the line is part of a Normal purchase order requisition, a stores Issue or a stores Transfer. You need use the Field Chooser option to add this column to the listview (see Listview functions). |
Line | This indicates the purchase order line number. |
Include item in MRP | Indicates whether the line item is included in the Material Requirements Planning calculation. |
The information in this pane relates to the line currently highlighted in the Requisitions listview.
Column | Description |
---|---|
Requisition details |
|
Sundry |
|
The requisition header status can differ from the individual line statuses, as there can be multiple lines on a requisition which can result in multiple statuses within a given requisition. Only when all the requisition line statuses are the same will the header reflect the said status.
The header requisition status is only updated when an entire requisition is actioned at requisition level, not at line level. When you approved or clear an entire requisition (not a line) and the entire requisition is successfully approved or cleared, is the header updated to approved or cleared. The same applies when you cancel the entire requisition or put it on hold, or release it from hold.
The requisition header is not updated each time you action a requisition line, as that would require checking the entire requisition after each action to see if all line status's are the same. The header is only updated to match all the lines when you action an entire requisition (not 1 line at a time). For example, when you approve or clear an entire requisition (not a line) and the entire requisition is successfully approved or cleared, will the header be set to Approved or Cleared.
When you approve a requisition and some lines are ignored, the header is updated to a status of In Process. This indicates that there are lines with different statuses in the requisition.
The Requisition Purge program can be used to reset the header status. This does not try to work out the joint statuses of the requisition lines, but merely blanks out the header status when it finds a mixture of line statuses.
Refer to Requisition Header for information on the requisition header status of a requisition.
The following are the possible statuses for a requisition or a requisition line:
Status | Description |
---|---|
Normal | The requisition or line has been entered, but not yet approved. |
Approved | The entire requisition or line is approved and ready to be confirmed into a purchase order. |
Confirmed | The entire requisition or the line was confirmed into a purchase order. |
Cancelled | The entire requisition or the line was cancelled. |
Cleared | The Approved status for the entire requisition or the line was reversed (i.e. the approval was cleared). |
On hold | The entire requisition or the line was placed on hold. |
Transferred | The entire requisition or the line was transferred into the destination warehouse or the requisition is for a Stores transfer and is linked to a Sales order line. If the Sales order line is cancelled, then the requisition status is changed to Approved. |
Issued | The line was issued from the stores warehouse. |
Receipt | The entire requisition or the line has been confirmed into a purchase order and fully receipted in. |
Receipt: Partial | The line was confirmed into a purchase order and
partially receipted in. The requisition header would only indicate this statues if all requisition lines were confirmed into a purchase order and all lines were partially receipted in. |
Receipt Complete | The line was confirmed into a purchase order and has been fully receipted. |
Inspection: Partial | The line is for an inspection item which was confirmed into a purchase order and has been inspected. |
In Process | Whenever a single function is performed on any line (i.e. Approve, Clear, Hold, Release or Cancel) the header record for the corresponding requisition is changed to a status of In Process. |
You cannot approve requisitions for suppliers who are not allowed purchase orders (Suppliers).
Requisitions for these suppliers are excluded automatically from the list of requisitions displayed when you select to approve multiple lines.
You may not be able to process Requisitions and Purchase Orders when the option Commitment accounting required is enabled (General Ledger Setup) and not all period end dates for the current General Ledger year are defined (General Ledger Setup).
Refer to Commitment Accounting for additional information.
U/m not in PO price u/m table
This error is displayed when the order and pricing unit of measures are different and the conversion factor is not defined in the Price Unit of Measure program.
If this error occurs when adding a non-stocked item (even when the Quantity uom and Price uom are the same) then add the unit of measure combination and set the Rate to 1 in the Price Unit of Measure program.
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 add line |
Controls access to the Add Lines to Selected Requisition function in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition change line |
Controls access to the maintenance of requisition lines in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition approve/clear line |
Controls access to the Approve Line and Clear Line functions in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition approve/clear |
Controls access to the Approve Requisition and Clear Requisition functions in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition clear multiple lines |
Controls access to the Clear Line function for multiple requisition lines in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition approve multiple lines |
Controls access to the Approve Line function for multiple requisition lines in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition cancel line |
Controls access to the Cancel Line function in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition cancel |
Controls access to the Cancel Requisition function in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition hold/release line |
Controls access to the Hold Line and Release Line functions in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition hold/release |
Controls access to the Hold Requisition and Release Requisition functions in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition print line |
Controls access to the Print Line function in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition print |
Controls access to the Print Requisition function in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition route line |
Controls access to the Route Line function in the Requisition Entry and Requisition Entry Maintenance programs. |
PO Requisition route |
Controls access to the Route Requisition function in the Requisition Entry and Requisition Entry Maintenance programs. |
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. |
PO Requisition route multiple lines |
Controls access to the Route Line function for multiple requisition lines in the Requisition Entry and Requisition Entry Maintenance programs. |
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 Req approve reqn line when price is zero when approving entire req | Controls whether an operator can approve requisitions that contain
lines with a zero price when using the Approve >
Requisition option of the Requisition Entry program. The preference: Warn if price is zero when approving (Requisition Entry - Preferences) must be selected together with this activity for a warning message to be displayed when a requisition contains zero priced lines. The operator can then approve or ignore the lines. |
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 Req approve where no budget | Controls whether an operator can use the Requisition Entry program to approve a requisition or requisition line when requisition
budgets are in use (Purchase Orders Setup) but no budget is defined for
the stock code or product class for the year/month (Group Budgets). If this activity is allowed, then the operator can approve the requisition or requisition line if no budget is defined against the product class or stock code. |
PO Req approve where over budget | Controls whether an operator can use the Requisition Entry program to approve a requisition or requisition line when requisition
budgets are in use (Purchase Orders Setup) and the requisition/line
amount is more than the remaining budget for the stock code or product class
for the year/month (Group Budgets). When this is not allowed and the requisition/line is over budget, the requisition/line is routed to the next user in the chain, even if the amount is within the current user's maximum limit for approving requisitions/lines. |
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
Select the Close icon in the right-hand corner of the application help pane.
Confirm that you want to delete the pane.