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  9. Setting up purchase requisitions

Setting up purchase requisitions

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The following needs to be set up in order to process purchase requisitions.

File/Table To do
Number series table Enter the number series used for automatic numbering of:

  • Purchase requisitions
  • Purchase orders
  • Request for quotes – if you plan on using this functionality.
Work with signatures Define the signatures (i.e. internal handlers within the system). If you want the purchase requisitions to be attested (which is done after the purchase order is created), define the Common attest limit and Next level authority fields for the applicable signature whose purchase requisitions will need to be attested. For the signature who will attest the purchase requisition (i.e. the one defined in the Next level authority), define the applicable Security code.
Work with purchase order types Add the purchase order types used for Purchase requisitions and Purchase orders. If the purchase orders created from the purchase requisition should be attested, set the Attest flag to YES.
Work with DC1 user profiles Handler: Enter the handler (from Work with signatures) to be used for orders in the system.

Default PR type: Mandatory entry. Enter the default PR type, from the Purchase order type table, to be used as the default when creating purchase orders from purchase requisitions for this user.

Smart order entry PR: Optional entry. Purchase requisition headers and lines can automatically be created by utilizing the smart order entry functionality for purchase requisitions, thereby retrieving data from different modes. If you want to use the smart order entry interface to automatically create purchase requisitions lines, enter the mode of the smart order entry session that you want to access by default, choosing from Previous purchase requisitions, History, Item search, Assortment and Warehouse balance. When you add a new purchase requisition, this mode will be accessed allowing you to select any lines that you want to create (retrieve). Once in the smart order entry session you can toggle to any other mode. If you do not want to take advantage of the smart order entry functionality, leave this field blank. Note: This flag can be switched on/off at any time.
Work with items If you plan on creating a purchase requisition for a stocked item, all applicable information for the item must exist. The following panel/fields are also relevant for purchase requisitions

Supplier information: Enter the optional number of suppliers with or without ranking. The lowest ranking number will be defined as the main supplier on item level (see also warehouse level below).

Warehouses: Applicable warehouse(s) must be activated and Planning method must equal 0 (No purchase suggestions) if you want supplier ranking to be an optional entry for all suppliers but the main supplier. Main supplier ranking is mandatory. Click the Sup info option to access the Warehouse supplier information panel where you connect the applicable suppliers to the warehouse and rank the suppliers in order of importance.

Warehouse supplier information: It is possible to connect suppliers per warehouse, overriding the ranking and main supplier defined on item/supplier information level. Connect the supplier to the active warehouse and rank the main supplier with the lowest number in the Ranking sequence field.

Ranking of other suppliers:
This information can be defined as follows:

  • For the purchase requisition functionality, the Ranking sequence field is optional (exclusive to this functionality) and can be left blank if Planning method = 0 (No suggestions).
  • For other DC1 functionality that uses supplier ranking, main supplier is used. Thus, the definition of main supplier is mandatory.

When creating purchase requisitions and no supplier is entered during that process, the system will search for the applicable supplier in the following order:

  • Item file, Warehouse supplier information. Any ranked supplier with the lowest number (except that designated as the main supplier) will be selected. If no suppliers are ranked (other than the main supplier) on this level, it will continue the search as outlined below.
  • Item file, Supplier information: Any ranked supplier with the lowest number (except that designated as the main supplier) will be selected. If no suppliers are ranked for the item, no supplier will be selected. This means that a supplier must be selected at the time when purchase order(s) are created from the requisition.
Work with event types Activate the MANUALPRQ1 (Message from purch req head) to be able to trigger an alert by use of an option, thereby informing other users with a message managed by this Event type. DC1 Alert Management must be installed and activated. See Configure the system to send/receive alert messages for instructions on how to configure the system to send/receive alerts as well as working with alert messages.
Print/Send the purchase order document as an e-mail or fax The following must be set up to be able to print and send the purchase order document as an e-mail or fax. (To be able to send as fax, a fax server product is needed):

File To do
Work with printer queues A “mail printer” has to be defined and used. For an e-mail, the Printer type field should = 2 . For a fax, the Printer type field should = 3.
Work with signatures Define the printer queue with the mail printer for those handlers that will use this functionality.
Work with purchase order types The purchase order type used must be defined with a batch printout for the purchase order document. (Note: The possibility to change to direct print is prompted when the purchase order is created).
Work with document output formats DMR512 has to have format = 3.
Business partner supplier On the Business partner file maintenance, DI methods, All panel activate the Accemail method if you wish to send via e-mail or the Accefax method if you wish to send via fax (i.e. complete any of the information on panel GDMD0134).

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