Work with purchase requisition, Requisition lines (DIR51201)

Different panel modes

The Smart order entry functionality is divided into five different panel modes listed below. (See also the individual sections below.)

The modes

The table below outlines the different panel modes.

Panel/Mode	Description
Prev requisition (Previous requisition)	A panel where you can view purchase requisition line data from previous requisitions and perform line-selective or total requisition line duplications.
History	A panel where you can view historical purchase requisitions within a specified period of time and perform line-selective or total purchase requisition line duplications.
Item search	A panel where you can locate items, using search words derived from up to 25 different fields from the Item file, and order them or transfer the item to another search function.
Assortment	A panel where you can book purchase requisitions from pre-defined item lists (assortments) with unique pricing and discounts.
Whs balance	A panel where you can view and book purchase requisition lines from warehouse balances for items. You can also limit the search to only those warehouses that have a specified minimum quantity.

How to access

To access the different modes, click the tabs provided on the top portion of the panel.

Function keys

Defaults	This function key is displayed on all Smart order entry panels. Access a window for line default values. This allows you to specify default values which will be used for all purchase order lines created from this point on in the Smart order entry session.
Acc all	This function key is displayed on all Smart order entry panels. Reorder all lines displayed on the panel. The purchase requisition lines will be booked and any warnings or notes will appear as necessary. The panel will remain after pressing this function key for further Smart Entry requests.
Acc mark	This function key is displayed on all Smart order entry panels. Mark the line(s) to be reordered and then click this function key. The purchase requisition line(s) will be booked and any warnings or notes will appear as necessary. The panel will remain after pressing this function key for further Smart Entry requests.
Details	This function key is displayed on all Smart order entry panels. Mark any line(s) and click this function key to edit order details. Changes will be recorded internally and used during the acceptance process (when you click Acc all and/or Acc mark), where purchase requisition lines are booked.

Selection: Select the applicable line and click the applicable function key.

Curr price: This column lists the current price of the item. The current price depends upon the quantity and the quantity parameter must be set with the requisition line quantity as default. Whenever the quantity is changed, price must be recalculated.

Unit: This column lists the unit of the item.

Order qty: This column lists the order quantity that will be used when creating a purchase requisition line. The order quantity can be filled by default with the purchase requisition line quantity.

Whs: This column lists the warehouse that will be used when creating a purchase requisition line.

Pltm: This column is only displayed in Item search, Assortment and Whs balance modes. Lists the planning time.

Order number: This column is only displayed in History mode. Lists the order number.

Order line: This column is only displayed in History mode. Lists the order line number.

Price unit: This column is only displayed in History mode and if Price unit handling is activated. Displays the unit in which the price is to be presented.

Supplier name: This column lists the supplier name.

Handler: This column lists the user ID of the handler for the purchase requisition.

Item: This column lists the item code which is a unique number.

Available: This column lists the available quantity for the item.

On-hand: This column lists the physical stock on hand quantity for the item.

On-order: This column lists the total quantity on purchase orders and the quantity for manually entered orders.

Reserved: This column lists the total quantity on sales orders components, manually entered reservations and quantity on return notes.

Planning time: This column is only displayed in Item search, Assortment and Whs balance modes. Lists the planning time for the purchase requisition. Whenever the warehouse is changed, planning time must be recalculated.

Discount amount: This column lists the discount amount on the current price for the item.

Discount %: This column lists the calculated discount percent for the item.

Requisition number: This column is only displayed in Previous requisition mode. Lists the purchase requisition number.

Line: This column is only displayed in Previous requisition mode. Lists the purchase requisition line number.

Previous req warehouse: This column is only displayed in Previous requisition mode. Lists the warehouse from the previous purchase requisition.

Main supplier: This column lists the main supplier for the item.

Main supplier name: This column lists the main supplier name.

Supplier: This column lists the supplier on the purchase requisition.

Panel mode section

Previous requisition

On this panel you can view purchase requisition line data from the previous requisition and perform line-selective or total requisition duplications.

Note: If you enter a warehouse code in the field at the bottom of the panel, all lines will be changed accordingly and shipped from this alternate warehouse.

You can re-order (book) purchase requisition lines directly from this panel.

Whs: Enter a code from the Warehouse table in this field, residing at the bottom of the panel, to force all lines to ship from a single alternate warehouse.

History

This panel displays the history for the items on purchase requisitions within a specified period of time. The order quantities and shipping warehouses are defaulted for re-order or re-entry. You can book order lines directly from this panel.

Item: Enter the item for which you want to view the historical order information.

Start: Enter the start date to view all purchase requisition lines that were created from this date.

End: Enter the end date to view all purchase requisition lines up to and including this end date.

Last PO: If this field is ON, all purchase requisitions from which a purchase order was created will be displayed. If used together with item selection, the purchase requisitions for the selected item will be displayed. If not ON, all purchase requisitions containing the selected item will be displayed within the selected date range.

Whs: Enter a warehouse code to force all lines to receive from a single alternate warehouse. Click OK to update all warehouse fields with this value.

Handler: Displays the user ID of the handler for the purchase requisition.

Supplier: Enter the supplier on the purchase requisition.

Item search

On this panel you can locate items using search words, order them or transfer the item to another search function. When you search for an item and mark that item and perform another operation on it, for example, opening of Whs balance, the item will directly be displayed on that panel.

This panel displays item definitions, with order quantities, unit and planning time. To view item definitions you have several options from which to choose. You can:

enter the first portion of an Item
or
enter the first portion of the item description in the Search name field.

You can also book order lines directly from this panel.

Item: Enter the item for you are searching for.

Search name: Enter the first portion of any item description to view a list of all item lines, starting with the first item that contains that character(s).

Whs: Enter a warehouse code in which the item is to be searched.

Search fields: Enter information in any of the six fields available on the panel to view a list of all item lines which contain that character(s). The more fields you enter, the more selective the search will be.

Field types: If you entered data in any of the six search fields, you can use these fields to qualify from where the search should begin.

Assortment

On this panel you can book orders from pre-defined item lists called assortments. These assortments can be freely defined as e.g. personal favourites or linked to a supplier. If there is an assortment on the supplier that is used on this requisition (header), it will be defaulted. If only supplier is entered, all items active on entered supplier and active on defaulted warehouse is displayed.

The search for the assortment group/ID works as follows:

The system first searches for this assortment group/ID assigned to this supplier.
If not found, the system searches for a global assortment group/ID (meaning no assigned supplier).

The assortment function is used to simplify the entering of order lines. On this panel you enter which quantity you want to eventually purchase of each item connected to the assortment ID/group. When you click Acc all or Acc mark to accept, all item lines be booked at the same time. This is easier than entering the items one by one.

Group: Enter an assortment group from the assortment file, in combination with an assortment ID to retrieve a list of item lines.

Assortment: Enter an assortment ID from the assortment file, in combination with an assortment group to retrieve a list of item lines.

Supplier: You can use this field if you want to view the assortment lines for another supplier or to view a global assortment which means no assigned supplier. This field can work in combination with the Group and Assortment fields.

Quantity: This field is multiplied by the quantity defined for each item in the Assortment file and displayed in the Order qty field. If the quantity in the assortment file for the item is zero, the quantity of that item is assumed to be 1.

Whs: Enter a warehouse code to force all lines to receive from a single alternate warehouse.

Whs balance

On this panel you can view and book order lines from warehouse balances for the items. You can also limit the search only to those warehouses that have a specified minimum quantity.

Note: The warehouses included in the sourcing policy defined for the customer in the Customer/Address file are displayed first. Warehouses that are not included in the sourcing policy, but have the item in stock, are displayed at the bottom of the list.

Item: Enter the item for which you want to view the warehouse balance information.

Quantity: Enter the minimum available quantity which can list warehouses with at least the specified available quantity.

Unit: Enter a unit to display item lines for that unit.

Line default values

This panel allows you to specify default values which are used for all purchase requisition lines created from this Smart order entry session.

Req del dt: Enter the default required delivery date on which the goods should be shipped from the supplier’s warehouse.

Disc amount: Enter the default discount amount for the item.

Curr: Enter the default currency.

Disc %: Enter the default discount percentage for the item.

Details

This panel displays the details for the marked requisition line(s) in any mode. You can open this panel by selecting requisition lines and clicking Details. On this panel, you can make changes to the requisition record details. The changes are recorded internally and used during the acceptance process. When you press Acc all and/or Acc mark, where purchase requisition lines are booked.

Whs: Displays the warehouse for the selected purchase requisition line.

Item: Displays the item for the purchase requisition details you are attempting to change.

Quantity: Enter the minimum available quantity to view only warehouses with at least the specified available quantity.

Unit: Indicates the unit for the item.

Req del dt: Enter the required delivery date that the goods should be shipped from the supplier’s warehouse.

Curr: Displays the currency of the purchase requisition.

Description: Displays the item description for the purchase requisition details.

Price: Enter the purchase price of the item.

Disc amount: Enter the amount to be set as discount for the item. If not defined, it can be filled by default with the information set on the default panel.

Disc %: Enter the percentage discount for the item. If not defined, it can be filled by default with the information set on the default panel.

Requisition line

This panel displays the line details when you click either Acc all or Acc mark in any mode and prompts if any information is missing for the line. The missing or erroneous information will be highlighted. Correct/change the information and click OK.

Line: Displays the line number.

Item: Displays the item number.

Description: Displays the item description.

Supplier: Displays the existing supplier from whom you purchased the item on this order line.

Current Supplier: Displays the supplier from whom you are purchasing the item on this purchase requisition line that is to be used in Purchase order creation.

Warehouse: Displays a warehouse from the Warehouse table, indicating to which warehouse the requested item should be sent by the supplier.

Cost centre: Displays the cost centre for the purchase requisition line.

Quantity: Displays the order quantity for the purchase requisition line.

Unit: Indicates the unit for the item.

Price: Displays the purchase price of the item that you have defined.

Currency: Displays the currency acceptable for this item.

Purchase price unit: Only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the unit in which the price is presented. See About price unit handling for more information.

Price unit quantity: Only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the quantity for the requisition line displayed according to the price unit. See About price unit handling for more information.

Disc amount: Displays the discount amount for the item. If you enter the discount amount, you need to specify the price but discount percentage may be entered.

Price code: Displays the price code for the item which denotes how the price has been created for the order line. All valid prices codes are defined in the Item price code table.

Discount %: Displays the discount percentage for the item. Whenever current supplier changes, discount percentage will be changed according to the new supplier.

Req delivery date: Displays the date when the goods should be shipped from the supplier’s warehouse. If requested delivery time is left blank, the delivery time will be calculated by the system. It must be calculated as: Current date + lead time. Lead time will be from the current supplier.

Shipment mark: Displays the text for shipment marking. The shipment marking will be printed on the purchase order.

PO number/line: Displays a purchase order number and line number, if a purchase order has been created for this requisition line.

PO line status: Displays the status of the purchase order line, if a purchase order has been created for this requisition line.

Quotation received: Indicates if a supplier quotation has been received for this requisition line

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