Article

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Overview

This process manages Requisitions for 'Direct' inventory items (both Purchased and Subcontract items) and Indirect and Service items.

Navigation

Purchase Requisition

Processing

Step 1 - List View

The List view displays all Purchase Requisitions, including those that have been converted to a Purchase Order.

TIP As is true with all list views, it may be edited to filter out or include the information the user wishes to see.

Step 2 - Click the New Purchase Requisition button to create a new Purchase Requisition.

To save the Requisition, click the Save button.
No fields other than the Division are required to save the Purchase Requisition.
When saved, the system will automatically assign the next sequential Requisition number.

Fields

Division:  Division associated with this Requisition.

Vendor:  Vendor supplying the material specified on this Requisition.

Project:  Project associated with this Requisition. This Project will be carried over to the Purchase Order if this Requisition is automatically converted.

Organizational Department:  The Organization Department associated with this Requisition.

Requested By User:  Original requester of material on this Requisition.

Comments:  Free-form comments field.

Step 3 - Add item detail to the Requisition.

Looking at the buttons at the top of the page, the first two buttons on the left, Edit and Delete, control information relating to the header of this Requisition, while the next two buttons allow the user to add new or edit existing line items, both Direct (Inventory) and Indirect/Service parts.
When the Requisition status has been changed to ‘Approved’, it may be converted to a Purchase Order using the last button, Convert to Purchase Order.
Clicking the Maintain Inventory Requisitions button or the Maintain Indirect / Service Requisitions button will open a new window for adding purchase details.
To add a new Requisition, click the Add button.
The Requisition Number will be automatically assigned. Select the Item No by starting to type the Item Number and selecting the desired Item from the auto-complete list.
Enter the desired Requisition Qty, Due Date, Project (if applicable), and PO Price Override (otherwise, the price will be automatically derived from the PO pricing library process).
Click Save to add the line item to the Requisition and Ok to close the window.
If additional Inventory Items need to be added to this Requisition, click the Add button, and a new line will appear.
When all Inventory Items have been added, click Save and Ok to close the window.

NOTE The Reset button deletes the unsaved data the user has entered but leaves the window open for additional entries.

Step 4 - Save the Requisition

NOTE If the user clicks Ok before Save, the window will close and all unsaved data will be deleted. Cancel will close the window, but the data entered by the user thus far will remain saved or discarded the next time the user opens that window.

When the user has saved the added or edited lines and closed the window, the information will appear in the appropriate line area beneath the header.
Clicking the blue 'Edit' link to the far left of the line item will bring the user to the full Inventory Requisition page, where the user can also make any desired changes.
When the user clicks the buttons on the Header Maintain Inventory Requisitions or Maintain Indirect / Service Requisitions, it will re-open the window originally used to add the line(s), where user can make any desired changes to the Quantity, Due Date, Project, etc.

IMPORTANT Click Save when finished editing the record and then Ok to close the window.

Step 5 - Converting the Requisition to a Purchase Order

The Requisition status can be updated to 'Approval In Process', 'Approved', or 'Rejected' without a Vendor selected, but must have a Vendor selected before it can be converted to a Purchase Order.
Once the Requisition is in the 'Approved' status, and a Vendor has been specified in the header, it can be converted to a Purchase Order directly from the Purchase Requisition process.
Clicking the Convert to Purchase Order button will convert all Requisition Lines to a single purchase for the specified Vendor and then display the results under the Purchase Order Lines related list.

NOTE The conversion process will always convert all of the Requisition lines to the same Purchase Order. Therefore, the user cannot choose to add these lines to an existing Purchase Order and cannot edit any lines during the conversion process.

Title	Purchase Requisition

URL Name	Purchase-Requisition