You use this program to create and maintain purchase order requisitions.
All requisition user codes have the authority to add requisitions to the system.
Field | Description |
---|---|
Requisition Header | |
Requisition | This indicates the requisition number. |
User | This indicates the code of the requisition user who originated the requisition. |
Routing | Use the Requisition Routing Details program to view the routing details for the requisition. |
The person who creates a new requisition 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.
Once a requisition is approved, the requisition user who approved the requisition can change it. Once the approved requisition is routed, it can no longer be changed. It has to be routed back to the approver to either change it or to un-approve it so that the required changes can be made.
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 process requisitions or create purchase orders if these dates are not defined for the full year. |
Field | Description | ||||||||
---|---|---|---|---|---|---|---|---|---|
Save |
Select this to save the information you entered or changed. If you processed a Transfer, then you use the Document Print program to print the SCT order acknowledgement or the SCT transfer. If you processed a requisition Issue, then you use the Inventory Document Print program to print the issue document. |
||||||||
Close | Select this to exit the program. | ||||||||
Notes | Select this to enter requisition notes, purchase order
comments, or notes using a notepad editor.
|
||||||||
Rev/Rel |
This is only enabled if you enter an ECC controlled item in the Stock code field. It enables you to define the Revision and Release information for the item. This is the default description for this option. The description is displayed according to the default wording defined against the User defined fields for ECC (Bill of Materials Setup). |
||||||||
Play | Select this to use the Multimedia program to view any multimedia objects assigned to the requisition. | ||||||||
Edit | Select this to use the Multimedia program to define
multimedia objects against the requisition. You cannot add or edit multimedia when adding a requisition because there is no requisition number to save the multimedia against. Therefore you can only add & edit multimedia once a requisition number / line has been established. |
||||||||
Line | This indicates the line number within the requisition number. | ||||||||
Requisition details | |||||||||
Stock code |
Enter a stock code for the requisition. If an invalid stock code is entered, the system assumes that a non-stock item has been entered. This non-stock code can be replaced by the correct stock code at a later stage if required. A non-stocked code must conform to the key type defined for Stock codes in the Set Key Information program. For example, if the Stock code key type is set to Numeric then the non-stocked code must be numeric. If the requisition was created from the Asset Capex Items program for a capex requisition line, then this field defaults to the asset code defined against the capex line and cannot be changed. Items with a part category of Planning bill or Notional part (Stock Codes) cannot be selected. If the supplier defined against the stock item is on hold, then an error message is displayed and you will not be able to add the line. |
||||||||
Description |
This indicates the default stock code description when a valid stock code is entered. The default stock code description is displayed, but can be changed if required. The new description will be printed on the Purchase order, however, when the purchase order receipt is processed the standard stock code description is displayed. |
||||||||
Long description | This indicates the default stock code long description
when a valid stock code is entered. This cannot be changed. The words: *Non stocked* are displayed for non-stocked items. |
||||||||
Requisition quantity | Enter the requisition order quantity required. An order quantity greater than zero must be entered. | ||||||||
Order uom |
This only applies to a stocked item and defaults from the stock code setup (Stock Codes) but can be changed. This can be the stocking or alternate unit of measure as defined against the stock code. If the alternate unit of measure is required then the option Use alternate unit of measure must be enabled (Purchase Orders Setup). For non-stock items the Order uom entered is used as the default price unit of measure. If this price unit of measure is changed to anything other than the Order uom, the combination must be held in the Purchasing price uom table (PO - Browse on Price Unit of Measure). |
||||||||
Quantity uom | Indicate the unit of measure for the
Requisition quantity for a non-stocked
item. This field is not applicable to stocked items. |
||||||||
Due date |
The due date defaults to the current system date or the previously entered requisition line's due date, but can be changed. This becomes the Purchase order due date printed on the Purchase order document. |
||||||||
Reason for requisition |
Enter a short message regarding the requisition. If a more detailed explanation is required, the Notes function should be used. The Reason for reqn field can be printed using the Requisition List program. |
||||||||
Withholding tax expense type |
Select the relevant expense type against which withholding tax must be applied. This is only available if the Withholding tax required option has been enabled in the Company Tax Options Setup program. For stocked items, this defaults to the expense type defined in the Stock Codes program. If creating a requisition using the blanket purchase order contract details, the expense type selected at the time of creating the contract is used. |
||||||||
Include in MRP |
Deselect this to exclude the requisition line from the Material Requirements Planning calculation. When excluded, the item is not seen as a source of supply in the requirements calculation. Therefore, if demand exists for the item, then a suggested requisition will be raised by the requirements calculation to meet that demand. This field is not displayed by default and, if required, must be added using the Field Selector form function. It is enabled by default. See Activity considerations in Notes and warnings. |
||||||||
Include item in MRP |
This displays whether the line is included in the Material Requirements Planning calculation. It is set according to your selection at the Include in MRP option. This field is not displayed by default and, if required, must be added using the Field Selector form function. It is enabled by default. |
||||||||
Requisition line routing |
You can use the Event Management program to notify requisition users by e-mail that a requisition has been routed to them. Requisition lines are automatically routed when you add new lines and/or update lines, providing you defined Requisition maximum values for Entering and Approving requisitions for your requisition users (Requisition Users) and providing these maximum values (limits) are not exceeded. Refer to Requisition System Introduction for examples on how requisitions are routed. |
||||||||
Route on | Select this to route the requisition on to another user
when adding a new requisition. Do not select this if you do not want the requisition to be routed. |
||||||||
Requisition user |
Enter the next requisition user who is to receive this requisition. If a user code other than the Holder is entered when the requisition is created, it is routed immediately to that user code when you save the requisition. The default Requisition user code displayed is defined against the user code (Requisition Users). You can only access this field if you selected the Route on option. |
||||||||
Route note |
Enter a meaningful routing narrative. The Route note describes the requisition as it moves from one user code to the next. If you did not select the option: Narrative not mandatory (Purchase Orders Setup) then each time the Route function is used, a new route narrative must be entered.
|
You use the fields in this pane to enter more detailed information for the requisition.
If you selected the preference: Automatically create with default additional information (see Preferences), then the additional information for the first requisition line you create is automatically be applied to additional lines for the same requisition.
You cannot add or change information in this pane if your Authority level is set to Add requisition (Requisition Users). If your Authority level is set to Add detailed information (Requisition Users) then you can enter the information when you add the requisition lines, but not change it once saved. If your Authority level is set to Change detailed information (Requisition Users) then you can add and change this information.
The error message: User group cannot be found is displayed if Approval level checking is set to Group (Purchase Orders Setup) and your user code is not attached to a group and/or the group approval limit is not defined (i.e. is zero) (Group Approval Limits).
The detailed information is attached to a requisition line and as such can vary for each requisition line. It is important to note, however, that a single purchase order is only created for a single requisition if the following fields are the same for all requisition lines on the requisition:
If any of the above fields is different on a requisition line, then a different purchase order is created for that line by the Requisition Create Purchase Orders program. |
Field | Description | ||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Reset | This function is only enabled once you initially make a
change to a field in this pane. It enables you to restore the
fields to what they were before you made the change(s),
providing you have not yet saved the information you
changed. Once you have changed and saved the information, selecting this option merely sets focus on the Supplier field. |
||||||||||||||||||
Type | These options are not available if you selected the
setup option: Stores requisitions - Not
required (Purchase Orders Setup). You cannot access these options if your Authority level is only Add requisition (Requisition Users). Similarly, if your Authority level is Add detailed information, then you have access to these options only when adding a requisition. |
||||||||||||||||||
Requisition type | These options are only enabled when the requisition is
for stocked items. Requisitions for non-stocked items can only be Normal requisitions (i.e. Purchase order requisitions).
|
||||||||||||||||||
Supplier details | |||||||||||||||||||
Supplier |
Enter a supplier code. If a default supplier is defined against the stock code (Stock Codes) then that supplier is automatically displayed in this field, but can be changed. Although the Supplier field can be left blank for a Normal requisition, a valid supplier code must be entered before a purchase order can be generated. For Issue and Transfer requisition types, the Supplier is not validated and does not have to be entered. This field is disabled if the requisition was created from the Asset Capex Items program for a capex requisition line. |
||||||||||||||||||
Supplier name | This displays the name defined against the Supplier code entered (Suppliers). | ||||||||||||||||||
Alternate Supplier | Select this to change the supplier for a specific stock item (see Inventory Alternate Suppliers). | ||||||||||||||||||
Currency | This indicates the currency code defined against the selected supplier (Suppliers). | ||||||||||||||||||
Auto vouchering required | This displays the auto vouchering selection defined against the
supplier in the Suppliers program.
|
||||||||||||||||||
Pricing | |||||||||||||||||||
Costing method | Indicate the pricing method to use and can be one of
the following:
The Costing method is not saved against the requisition. Therefore, when you maintain a requisition after saving it, the costing method defaults to Manual.
A default costing method can be indicated in the Preferences of the Requisition Entry program. |
||||||||||||||||||
Supplier prices | Select the contract price to be charged for the stock item (see PO Browse on Contract Prices). | ||||||||||||||||||
Price |
Enter the unit price of the items requested. This is the value that is compared to the group/user limits defined. The Supplier Prices function is available at this field if a supplier has been entered. If the supplier is a foreign currency supplier, the price entered will be in the supplier's currency. Note that this field is not set to zero when the Costing method is changed to Manual from another costing method. The price from the previous costing method is retained and you need to enter the required price. For non-stocked items attached to a subcontract operation, the price held against the subcontract operation is inserted automatically at the time of adding a requisition line. If you enter a price manually that differs from the price held against the subcontract operation, a warning is displayed and you can indicate whether you want to use the price held against the subcontract operation or the manually entered price. When processing a Transfer requisition, the price defaults from the source warehouse cost. If the source warehouse has no cost, then the price will be zero. |
||||||||||||||||||
Price uom |
Enter the purchasing price unit of measure. The price unit of measure defaults from the Order unit of measure. If a non-stock item is processed, the Price unit of measure must be the same as the Order unit of measure or linked to the Order u/m within the Purchasing price u/m table (see PO - Browse on Price Unit of Measure). |
||||||||||||||||||
Non-stocked | These fields only apply if you entered a non-stocked code in the Stock code field. | ||||||||||||||||||
Tax code |
This indicates the tax code to use for the line. For a stocked item, this defaults to the Tax code defined against the stock code, but can be changed. For a non-stocked item, the tax code must be entered. The tax code from the sales order is used when the requisition is created from a sales order and the Basic tax system is in use. This field is not enabled when the Default tax status is set to Non-taxable (Purchase Orders Setup). |
||||||||||||||||||
Product class |
This indicates the product class held against the stock code. If a non-stock item is entered at the Stock code field, then you use this field to enter the product class applicable. |
||||||||||||||||||
Receipt into inspection |
Select this if you want the non-stocked item to be receipted into inspection when it arrives (see Purchase Order Receipts). A stocked item is defined as requiring inspection against the item itself (Stock Codes). |
||||||||||||||||||
Ledger code |
Enter the General ledger code for non-stock items. If you leave this field blank, then the default GL control account defined for non-stocked items is used (General Ledger Integration). If the GL control account for non-stocked items is not defined, then this defaults to the Non-stocked Issues account. You can only access this field if:
If an existing job is entered, then the ledger code is updated and saved with the ledger code from the job. If a purchase order is created from this requisition, this general ledger code is displayed as the default debit entry during Purchase order receipts (Purchase Order Receipts). If the requisition was created from the Asset Capex Items program and the Assets module is integrated to the General Ledger (General Ledger Integration) then this field defaults to the Asset clearing account defined against the relevant asset branch/cost center/group combination defined using the Assets Ledger Interface program and cannot be changed. |
||||||||||||||||||
Commitments |
Select this to use the GL Commitment Status Query program to view the current available budget for the selected Ledger code. This function is only enabled if the setup option: Commitment Accounting Required is selected (General Ledger Setup). |
||||||||||||||||||
Include item in MRP |
This displays whether the line is included in the Material Requirements Planning calculation. It is set according to your selection at the Include in MRP option. |
||||||||||||||||||
Customer details | |||||||||||||||||||
Customer |
Indicate the customer for whom the item is being requisitioned if applicable. This field defaults to the last customer entered for the requisition. This field can be left blank if required. |
||||||||||||||||||
Customer P/order |
Indicate the customer's purchase order number, if the item is being requisitioned for a specific customer. This field defaults to the last customer purchase order number entered for the requisition. This field can be left blank if required. |
||||||||||||||||||
Sundry | |||||||||||||||||||
Catalogue |
This indicates the supplier stock code (catalogue number) for the stock code. If a supplier stock code cross reference exists (Supplier Stock Code Cross Reference) for the suppler, then this catalogue number is displayed as the default, but can be changed. If you maintain the requisition and change the supplier and a supplier cross reference exists for the stock item, then the new supplier's catalogue number is displayed as the default. However, if the catalogue number was manually changed against the first supplier and you then change the supplier, the catalogue number does not change. |
||||||||||||||||||
Buyer |
Enter the buyer responsible for purchasing the goods on the purchase order. This defaults from the Operators program, if a buyer has been setup against the operator. The buyer defined against the operator will only be used when adding a new requisition line, not when maintaining a requisition line. This is validated according to the selection against the option: Validate buyer upon order creation (Purchase Orders Setup) as follows:
|
||||||||||||||||||
Capex number |
Enter the capex number to which the requisition relates. If the requisition line value does not exceed the Minimum capex requisition line value (Purchase Orders Setup) then this field can be left blank. However, if the requisition line value is exceeded, a valid capex number must be entered. |
||||||||||||||||||
Warehouses | |||||||||||||||||||
Warehouse |
For Normal purchase order requisitions, indicate the warehouse for which the item is being requisitioned. For a Transfer type requisition, this is the target warehouse into which you want to transfer the item(s) and is mandatory. For an Issue type requisition, this warehouse is not considered by the Requisition Stores Issues and Transfers program, however a valid warehouse must be entered before the line can be approved. This warehouse can be the same as the Stores warehouse. The warehouse code defaults from the authorized warehouse held against the requisition user (Requisition Users). If no warehouse has been entered against the requisition user, then you use this field to enter a valid warehouse code. For a non-stocked item, this defaults to the non-stocked warehouse code (**) and cannot be changed. The requisition line cannot be auto-approved unless a valid warehouse code is entered |
||||||||||||||||||
Stores warehouse |
The stores warehouse is used for Issue and Transfer type requisitions and is therefore only enabled for these requisition types. This is the warehouse from which the item must be issued or transferred.
|
||||||||||||||||||
WIP | |||||||||||||||||||
Job |
Enter a Job number if this requisition relates to a Work in Progress job. This field defaults to the last job number entered for the requisition. Both Normal and Issue requisition types can be linked to jobs. This field is disabled when the requisition is linked to a Sales order or when the program is called from the Requirements Planing or Quotations module. |
||||||||||||||||||
Subcontract operation |
This option is enabled only if a valid job was specified at the Job field and the requisition is being entered for a non-stocked item. If you select this option and specify a subcontract operation, then the price held against the subcontract operation is used as the price for the requisition, providing that you have not entered a price manually. This field is disabled if the requisition was created from the Asset Capex Items program for a capex requisition line or when the requisition is linked to a Sales order. |
||||||||||||||||||
Operation |
Enter a valid subcontract operation number. The facility to browse and/or maintain operations is available. The entered operation number is stored against this line on the purchase order file. |
||||||||||||||||||
Discount selection | |||||||||||||||||||
Discount type | Indicate the discount method you want to apply to the
requisition.
|
||||||||||||||||||
Discount code |
Enter the discount code to apply to the item. If a negative percentage is defined against the discount code, then a surcharge is added to the price (Purchase Order Discounts). You can only access this field if the Discount type - Code is selected. |
||||||||||||||||||
Discount | You use this option to indicate whether a discount or
surplus must be applied, if you selected the
Discount type -
Chain.
|
||||||||||||||||||
First discount percentage | Indicate the first discount/surcharge percentage to use for a chained discount type. | ||||||||||||||||||
Second discount percentage | Indicate the second discount/surcharge percentage to use for a chained discount type. | ||||||||||||||||||
Third discount percentage | Indicate the third discount/surcharge percentage to use for a chained discount type. | ||||||||||||||||||
Costs | The values in the following fields are determined from
the values entered against the warehouse for the stock code
(see Inventory Warehouse Maintenance for Stock Code). The Unit cost, Cost uom and Total cost are displayed after entering the Warehouse. See Field considerations in Notes and warnings. |
||||||||||||||||||
Unit cost | This indicates the cost for one unit of the stock code. | ||||||||||||||||||
Cost uom | This indicates the costing unit of measure for the unit cost. | ||||||||||||||||||
Total cost |
This indicates the total cost based on the order quantity entered and the unit cost held against the stock code for the selected warehouse. This total is only displayed after the warehouse code is entered. |
||||||||||||||||||
Assets | |||||||||||||||||||
Asset capex |
This is displayed for information purposes only. This displays the asset capex number if the requisition is attached to an Asset Capex item in the assets module. |
||||||||||||||||||
Asset capex line |
This is displayed for information purposes only. This displays the asset capex line number if the requisition is attached to an Asset Capex item. |
||||||||||||||||||
Intrastat details | |||||||||||||||||||
Nationality | This indicates the nationality code for the country in which the
account/supplier/customer is located.
|
||||||||||||||||||
Delivery terms | Optionally define the three-character alphanumeric
Incoterms code, denoting the terms of delivery.
This defaults to the delivery terms defined against the supplier. If the terms are not defined against the supplier, then the delivery terms defined against the company for Arrivals is used. |
||||||||||||||||||
Shipping location | Optionally indicate the default shipping location associated with the Delivery terms. |
This program can be accessed by:
selecting the Newor Change option from the Requisition Entry program, which displays details of requisitions currently defined
selecting to create/maintain requisitions from the Purchase Order Review and Requisition Review programs.
Transfer requisitions can only be processed for warehouses to which you have access.
The Edit and Play multimedia buttons are disabled during the process of raising a requisition through the Asset Capex Items program. Multimedia items can only be added once the process is complete, or after the requisition is created.
If an item is defined as bought-out at warehouse level (Inventory Warehouse Maintenance for Stock Code) then the supplier defined against the warehouse is used instead of the supplier held against the stock code.
Delivery Terms and Shipping Location's can only be captured if:
a valid Nationality code has been entered, and EC Vat is in force, or
the option Capture non EC members delivery terms is enabled in the Intrastat Setup program.
The Delivery Terms and Shipping Location defaults defined in Suppliers and Customers take precedence over those defined in the Intrastat Setup program.
To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).
Delivery terms are maintained using the Intrastat Delivery Terms program.
Shipping locations are maintained using the Shipping Locations program.
Nature of transaction codes are maintained using the Intrastat Transaction Nature 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 Include/Exclude requisitions in MRP calculation | Controls whether an operator can exclude or include a requisition
line for a stocked or non-stocked item from the requirements
calculation:
|
Operator access to the following fields within this program can be restricted. You configure this using the Security Fields function of the Operators program.
Field | Description |
---|---|
INV Show costs in requisitions | Controls whether an operator can see the Unit cost, Cost uom and Total cost of an item when entering or maintaining purchase order requisitions. |
Create a purchase order from a requisition
|
From the Requisition Entry program, enter your user code.
Indicate the selections you require and select the Select Requisitions option.
A screen displays the number of requisitions selected.
Select OK to proceed.
A listview displays the individual lines for which purchase orders will be created.
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.
Select the Create New PO option.
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.
The Requisition Due Dates screen is displayed with the following option:
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.
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.
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).
Select OK to return to the Requisitions Routed to user listview.
Add a requisition line to an existing purchase order
You can only add requisition lines that are in a status of Approved to an existing purchase order. |
From the Requisition Entry program, enter your user code.
Select the Create Purchase Order option from the Functions menu.
From the Requisition Create Purchase Orders program, indicate the selections you require and select the Select Requisitions option.
A screen displays the number of requisitions selected.
Select OK to proceed.
A listview displays the individual lines for which purchase orders will be created.
From the Requisition Create Purchase Orders program, select the Update Existing PO option.
From the Update Purchase Order screen, enter the purchase order number to which the requisition line must be added.
Select OK to proceed.
The Header Maintenance screen (Purchase Order Header Information) for purchase orders is displayed.
Optionally enter additional information.
Select Save to proceed.
The Requisition Due Dates screen is displayed with the following option:
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.
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.
A screen displays the purchase order number to which the requisition was added.
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).
Select Close to return to the Requisitions Routed to user listview.