Process overview of purchase requisitions

1. Select Add from the initial panel.
2. You access the Smart order entry interface (i.e Work with purchase requisitions, “applicable mode” panel). The mode accessed is that defined for your user profile. You can toggle to any other mode. The purchase requisition number has been created and the system updates the description of the requisition with the text Preliminary. Retrieving the lines can be done in the following ways:
   • Mark the lines you want to create (retrieve) and click the Acc mark function key. You return to the initial panel where the PR header has been created and the selected lines retrieved.
   • Do not select any lines and click the Acc all function key. You return to the initial panel where the PR header has been created and all lines retrieved.
   • Do not make any selection and click OK to just create the PR header without any lines. You return to the initial panel where the PR header has been created. You will need to access Line level and either create the line(s) manually or click Smart order entry on line level to access the smart order entry interface to select and automatically retrieve the lines.

1. Select Add from the initial panel.
2. You access the Work with purchase requisition, Requisition header panel. Complete the mandatory information. Fill in the Supplier if you know it, otherwise let the system retrieve it when you start defining lines manually. Click OK to update the PR header.
3. You access the Work with purchase requisition, Requisition lines panel. Click Add.
4. You access the detail panel for the lines. If the item is in stock fill in the item and any other mandatory information. The system retrieves the supplier for the item according the set-up and search. Otherwise click Change supplier to specify a supplier. If the item is not in stock, click Generate item and fill in the mandatory information. Click OK to update. Click Ok to update the line.

• Change any applicable information.
• Add internal text for informational purposes only. Not printed on any documents.
• Add external text. This text will be copied to the purchase order header and printed on any applicable documents.
• Send an alert message. If DC1 Alert Management is installed and activated and the MANUALPRQ1 (Message from purch req head) event type is activated in the Event types table, you can trigger an alert message informing the receiver of any information you deem necessary.
• Create RFQ (Request for quote) for all lines in the Purchase requisition if you need to source out the best price.
• Create PO for the selected lines. (See Create the purchase order below).
• Print the order. (See Print the purchase order document in batch or send as an e-mail or fax below).

You can do any of the following on line level:

• Change any applicable information.
• Add internal text for informational purposes only. Not printed on any documents.
• Add external text. This text will be copied to the purchase order line and printed on any applicable documents.
• Pre-account a requisition line (i.e. manually override the accounting setup).
• Create RFQ (Request for quote) for the line if you need to source out the best price.
• Create PO for the line. (See Create the purchase order below).
• View/update the delivery address for a single purchase requisition line or for all marked lines.

Create the purchase order:

Can be done from header or line level. Note: If several lines in purchase requisition are selected for creation and different suppliers are defined between lines, several purchase orders will then be created.

From header level:

1. On the initial Work with purchase requisitions panel, select the applicable purchase requisition and click the Create purchase order option.
2. You access the line level. Mark the line(s) you want to create on your purchase order and click Acc mark.

From line level:

1. Drill down to line level and click the Create PO option for the applicable line. Click OK.

(Note: Regardless of from where you triggered the creation of the purchase order, if no supplier is defined on any of the purchase requisition lines, the system will search for the applicable supplier (according to the set up parameters) and you will be flagged with a message).

You access the Work with purchase orders, Order lines panel. The lines have been created and a purchase order number has been assigned. (The PO flag on the purchase requisition has also been updated with YES). Change any applicable information and continue with the processing of the purchase order as desired. Note: If the order type used has been defined with a batch printout of the purchase order document, you have the possibility to change to direct print. This is prompted when you exit the purchase order. Otherwise, leave as a batch printout and see below.

Print the purchase order document in batch or send as an e-mail or fax:

The order type used must be defined with a batch printout of the purchase order document. This gives you the possibility to print the purchase order document as a regular printout or send it as an e-mail or fax (the two latter methods are only applicable if the required parameters have been set up in the system).

1. Select the Print option from the Purchase order header.

Print the PO document: Enter the applicable print parameters and click OK.

Send printout as an e-mail: After completing the print parameters and clicking OK, you are prompted with the Send printout as e-mail panel. Complete the sender and receiver e-mail addresses and enter any subject and message.

Send as a fax: Fax server product needed. The Send printout as fax panel prompts. Specify the mail address of the sender and receiver, the fax number and optionally add a subject and/or message.