Requisition Create Purchase Orders

Exploring

Starting

Configuring

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

Setup Options

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Solving

Using

Tasks

How to create a purchase order from a requisition

From the Requisition Entry program:

Enter your user code.
Indicate the selections you require.
Select the Select Requisitions option.

The number of requisitions selected are displayed.
Select OK to proceed.

A list view then 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 by using the tick box in the Selected column of the list view.
Select the Create New PO option.
Select OK to create a new purchase order.

The Purchase Order Header Information screen for purchase orders is displayed.

Optionally enter additional information.
Select Save to proceed.
The Requisition Due Dates screen is displayed with the following options:
- Use a single due date for all order lines
  
  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
  
  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 list view.

Alternatively, select the Purchase Order Maintenance function to maintain the newly created purchase order in the Purchase Order Entry program.
Select OK to return to the Requisitions Routed to user screen.

Checks Performed

The following validations are conducted before you can append a requisition line to a purchase order:

Criteria	Validation
Buyer	This is validated according to your configuration of the Validate buyer upon order creation setup option: Mandatory or If entered The buyer on the requisition must match the buyer on the purchase order. No The buyer on the requisition is ignored when the buyer field on the purchase order header is blank.
Customer	The customer on the requisition must match the customer on the purchase order. The customer on the requisition is ignored when the customer field on the purchase order header is blank.
Warehouse	The warehouse on the requisition must match the warehouse on the purchase order when the Restrict order to single warehouse setup option is enabled.
Customer Purchase order number	The customer purchase order number on the requisition must match the customer purchase order number on the purchase order.

Status Codes

Requisition status codes

Because there can be multiple lines on a requisition with different statuses, the header only reflects the actual status when all the requisition lines are in the same status (i.e. the header requisition status is only updated when the entire requisition is actioned at requisition level).

For example:

When you successfully approve or clear an entire requisition (i.e. not a line) the header is set to R - Approved or {blank} Cleared.

When you approve a requisition and some lines are ignored, the header is updated to a status of C - In Process as this indicates that there are lines with different statuses in the requisition.

You can reset the header status using the Requisition Purge program. The program doesn't try to work out the combined statuses of the requisition lines; it merely blanks out the header status when it finds a mixture of line statuses.

Requisition header status

The following are the possible statuses for an entire requisition at header level:

Status	Description
{blank} Cleared	The requisition has been cleared completely.
{blank} Normal	The requisition has been entered, but not yet approved.
* - Cancelled	The entire requisition was canceled.
R - Approved	The entire requisition is approved.
I - Issued	The requisition was issued from the stores warehouse.
T - Transferred	The requisition was transferred into the destination warehouse, or the requisition line is for a stores transfer and is linked to a sales order line.
C - In Process	The entire requisition is in progress. 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 C - In Process.
P - PO Created	The entire requisition has been converted to a purchase order.
On hold	The entire requisition is on hold.
Complete	The entire requisition was confirmed into a purchase order and has been fully receipted.

Requisition line status

The following are the possible statuses for an individual requisition line:

Status	Description
{blank} Normal	The requisition line has been entered, but not yet approved.
* - Cancelled	The requisition line was canceled.
R - Approved	The requisition line is approved.
r - Approved for RFQ	The requisition line is approved to start the request for quote process.
I - Issued	The requisition line was issued from the stores warehouse.
T - Transferred	The requisition line was transferred into the destination warehouse. Or the requisition line is for a stores transfer and is linked to a sales order line.
Q - RFQ Created	A request for quotes has gone out for the requisition line.
P - PO Created	The requisition line has been converted to a purchase order.
On hold	The requisition line is on hold.
Receipt: Complete	The requisition line has been confirmed into a purchase order and fully receipted in.
Receipt: Partial	The requisition line was confirmed into a purchase order and partially receipted in. The requisition header would only indicate this status if all requisition lines were confirmed into a purchase order and all lines were partially receipted in.
Inspection: Complete	The requisition line is for an inspection item which was confirmed into a purchase order and inspection is complete.
Inspection: Partial	The requisition line is for an inspection item which was confirmed into a purchase order and has been partially inspected.

Purchase orders

Once you capture a purchase order it is assigned status code to indicate its progress within the system.

The status code determines which functions can be performed at that point, particularly during maintenance and printing.

Once an order has passed through a given phase (e.g. after it has been printed) the status of the order changes to the next highest status, until it reaches a status 9 - Order complete and receipted into stock.

If the Purchase Order Format preference Print detail freight line is enabled and the order contains only freight lines, then the order is set to a status of complete once it is printed.

The following are the possible statuses that can be assigned to a purchase order:

Status	Description
0 - Order in process	This indicates that the order record is locked. You need to maintain the order to reset the status.
1 - Order entered and ready for printing	This indicates that you have maintained an order, but it has not yet been printed (if the Set 'ready to print' after maintenance setup option is enabled). If you maintain an order to cancel it, the order status is set to * - Order cancelled, regardless of your selection at the setup option.
4 - Printing is complete	If the Allow maintenance of completed orders setup option is enabled, then orders which are complete and in a status 4 - Printing is complete remain in that status until the number of days to retain completed purchase orders is exceeded. These are then purged when you run the Purge function of the Purchase Order Purge program (without being moved to 9 - Order complete and receipted into stock). The orders remain in a status 4 - Printing is complete because they can be maintained and are therefore regarded as active.
9 - Order complete and receipted into stock	The Purchase Order Purge program moves completed orders from 4 - Printing is complete to 9 - Order complete and receipted into stock. The order complete date is set on a purchase order by the Purchase Order Purge program when all purchase order lines have been receipted.
* - Order cancelled	This indicates the order has been cancelled.

Referencing

Menu and Toolbar

Field	Description
Start Review	This displays the list of the requisitions you selected for purchase order creation in the Suggested Purchase Orders pane. Requisitions are then displayed according to your entered selection criteria.
Change Criteria	This lets you change the selection criteria. You are prompted to confirm the clearing of the Suggested Purchase Orders pane, because any changes made will be lost.

Field

Description

Start Review

This displays the list of the requisitions you selected for purchase order creation in the Suggested Purchase Orders pane.

Requisitions are then displayed according to your entered selection criteria.

Change Criteria

This lets you change the selection criteria.

You are prompted to confirm the clearing of the Suggested Purchase Orders pane, because any changes made will be lost.

Criteria

Indicate criteria according to which requisitions must be selected for purchase order creation.

Field	Description
User	Indicate the code of the requisition user creating the purchase order(s). This is a mandatory criterion.
Suppliers	Indicate the supplier(s) for which you want to include requisitions for purchase order creation.
Requisitions	Indicate the requisition(s) for which you want to create purchase orders.
Copy custom forms to purchase order	This lets you copy any custom form data defined against the requisition to the created purchase order, providing that the same custom forms exist against the purchase order.
Due dates	Indicate the due date(s) for which you want to include requisitions for purchase order creation.
Stock codes	Indicate the stock code(s) for which you want to include requisitions for purchase order creation.
Warehouses	Indicate the warehouse(s) for which you want to include requisitions for purchase order creation.
Default associated warehouse	This option only applies when the Restrict order to single warehouse setup option is enabled. 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 pane and ignores the non-stocked warehouse **. Therefore, all non-stocked lines are sorted by the associated warehouse. This lets you create a single purchase order containing both non-stocked and stocked lines. If you don't enter a warehouse here, then you can indicate the required associated warehouse in the Suggested Purchase Orders pane.
Capex numbers	Indicate the capex code(s) for which you want to include requisitions for purchase order creation.
Originators	To create the purchase order directly after approving the requisition, select Single at this option and enter your requisition user code. This only applies if you have the authority to add requisitions, approve requisitions and create purchase orders. Alternatively, you need to route the approved requisition to yourself before you can create the purchase order.
Exclude 'MRP'	Selecting this option excludes all requisitions created by the MRP user.
Include approved 'MRP' only	Selecting this option includes requisitions created by the MRP user, but only those that have been approved (i.e. requisitions in a status of R).
Current holders	This only applies when the Only select requisitions for current holder preference is disabled in the Requisition Entry program. Indicate the current requisition holder for whom you want to include requisitions for purchase order creation.
Customers	Indicate the customer(s) for whom you want to include requisitions for purchase order creation.
Buyers	Indicate the buyer(s) for whom yo want to include requisitions for purchase order creation. If the Validate buyer upon order creation setup option 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
Purchase order types	Indicate the purchase order type(s) for which you want to include requisitions for purchase order creation. Standard items Include requisitions for standard items. Blanket items Include requisitions for blanket purchase order items. This option is automatically enabled when the Default purchase order creation type is blanket p/o indicate the warehouse from which material is allocated to suggested jobs is enabled.
Sort criteria
Include Customer in sort criteria	This includes 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.
Include Customer Purchase order in sort	This includes the customer purchase order on the requisition in the sort criteria when creating purchase order lines.

Suggested Purchase Orders

This list view 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
Create New PO	Create one or more purchase orders for the selected requisition line(s). All requisition lines excluded from purchase order creation are displayed in the results list view. 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.
Update Existing PO	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 number to which the requisition line must be added.
Recreate Suggested PO	Re-sort suggested purchase orders using either the associated warehouse or the preferred supplier. This option is only enabled after the Start Review option has been selected and is disabled when the Change Criteria button is selected.
Select None	Deselect all requisition lines currently displayed in the list view.
Select All	Select all requisition lines currently displayed in the list view. Only selected lines are included when you use the Create New PO or the Update Existing PO options.
Hold None	Release all requisition lines currently displayed in the list view from a hold status.
Hold All	Place a hold on all requisition lines currently displayed in the list view.
Notes	Enter requisition notes, purchase order comments, or notes using a notepad editor. Requisition Notes Use the Admin Notepad Editor (Monospaced Text) program to attach free format notes to the requisition line currently highlighted in the list view. Purchase Order Comments 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 list view. Notepad Use the Admin Notepad Editor (Rich Text) program to add free format notes to the currently highlighted requisition line.

Suggested Purchase Orders List view

This displays the suggested purchase orders to create based on valid and approved requisitions.

Field	Description
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 tooltip provides additional information about the error.
Supplier	This indicates the supplier for the purchase order.
Warehouse	This indicates the warehouse to be used for the purchase order. 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 setup option is enabled. When this option is disabled, 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.
Buyer	This indicates the buyer to assign to the purchase order.
Line warehouse	This indicates the warehouse for the requisition line and is displayed regardless of your selection at the Restrict order to single warehouse setup option. Each line can contain a different warehouse if the Restrict order to single warehouse setup option is disabled.
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.
On hold	A tick in this column indicates that the requisition line is on hold and won't be included in the purchase order creation process.
Associated warehouse	This 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 Restrict order to single warehouse setup option is enabled.
Delivery terms	Optionally indicate the three-character alphanumeric Incoterms code, denoting the terms of delivery. This code is also used when processing a purchase order for a supplier in an EC Member State and ultimately for use on the Supplementary Declaration. The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale. For example: The Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. shipping location). If this field is left blank, then the default delivery terms defined against the company for the Arrivals setup option is used.
Shipping location	This indicates the shipping location associated with the Delivery terms.
Preferred supplier	This displays the preferred supplier if the supplier field was left blank and the stock code has an active sourcing policy. This field is disabled for all lines except those for which the supplier has been auto inserted.