Work with purchase requisitions, Requisition headers (DIR61301)

Options

Lines	Select this option to view and/or add items to the purchase requisition.
Create RFQ	Select this option to create a request for quote for the items on the purchase requisition.
Create PO	Select this option to create a purchase order for the items on the purchase requisition. You access a panel where you can select the lines of interest. If several lines in purchase requisition are selected for creation and different suppliers are defined between lines, several purchase orders will be created.
Internal text	Select this option to maintain internal text. Internal text can be useful to write general notes about the purchase requisition. The internal text is not printed on any document.
External text	Select this option to maintain external text. External text will be copied to the purchase order, if a purchase order is created from this purchase requisition.
AMT message	This option is only applicable if the MANUALPRQ1 (Message from purch req head) event has been activated in the Event types table. Select this option to trigger an alert, thereby informing other users with a message managed by this event type.
Smart order entry	This option is only allowed if the Smart order entry PR field in Work with DC1 user profiles is defined for your user. Select this option to access the smart order entry interface where you can automatically retrieve, and thereby create, purchase requisition lines from different modes. The purchase requisition header will also be automatically created using this option.
Print order	Select this option to print the purchase orders created from the purchase requisition. The order type for the requisition/purchase order must be defined with a batch print for the Purchase order document. Note: This option also allows you to send the purchase order document as an email or fax if the prerequisites for this functionality have been set up in the system.

Function keys

Dsp all/Dsp not completed

By default only Not completed purchase requisitions are displayed. Toggle to display all purchase requisitions and those not completed. Not completed purchase requisitions means that there are lines on the purchase requisition for which a purchase order(s) has not yet been created.

Selection fields

Created: This column lists the date the purchase requisition was created.

Requisition number: This column lists the purchase requisition number.

Handler: This column lists the code identifying the handler of the purchase requisition.

Description: This column lists the description of the purchase requisition.

RFQ: This column indicates if the purchase requisition contains any line for which a request for quote has been created.

PO: This column indicates if the purchase requisition contains any line for which a purchase order has been created.

Supplier: This column lists the supplier number of the supplier on the purchase requisition if all lines hold the same supplier. If there are several lines with different supplier, this column is blank.

Name: This column lists the name of the supplier.

Supplier contact: This column lists the name of the person at supplier’s end whom you can contact.

Int: This column indicates if internal text is attached to the purchase requisition.

Ext: This column indicates if external text is attached to the purchase requisition.

PO creation date: This column lists the date the purchase order was created.

PO printing date: This column lists the date of the latest printed purchase order document.

Order type: This column lists the order type of the purchase requisition.

Cost centre: This column lists the cost centre for the purchase requisition.

Attestor: This column lists the person defined as the Next level authority in the Signature table for the handler. This is the person who should attest (approve) the purchase requisition. If no Next level authority is defined for the handler, this field is blank and the purchase requisition does not need to be attested.

Attested: This column indicates if the purchase requisition has been attested.

Closed: This column indicates if the purchase requisition has been closed.

Manufacturer: This column works in combination with the Mf addr no column. If the Manufacturer’s address is to be copied to the purchase order that is created from this purchase requisition, to be able to track the manufacturer when purchasing from an exporter, this column displays the manufacturer (a business partner of type 2, 3 or 9). When a purchase order is created for this purchase requisition, the manufacturer address is retrieved and copied to the purchase order.

Mf addr no: This column works in combination with the Manufacturer column above. If the Manufacturer’s address is to be copied to the purchase order that is created from this purchase requisition, to be able to track the manufacturer when purchasing from an exporter, this column displays the manufacturer’s address number. When a purchase order is created for this purchase requisition, the manufacturer address is retrieved and copied to the purchase order.

Price list: This column displays the price list used for this requisition. This price list is retrieved from the Supplier file, if one is defined, during the creation of the purchase requisition header or change of supplier. If no price list is assigned to the supplier, the Standard price list (defined in the DIS control file) will be used during pricing and this column will be blank. When the system runs the main pricing program it will use this price list as the starting point for calculating any prices or discounts as it needs a starting price.

Work with purchase requisitions, Requisition header (DIR61304)

Related topics

This panel contains the header information for the purchase requisition. If creating the purchase requisition header manually complete the mandatory information. Fill in the supplier if you know it, otherwise let the system retrieve it when you start defining lines manually. When manually creating a new purchase requisition, you are allowed to enter a supplier that does not exist in the Business partner file, i.e. a temporary supplier. In this case, all mandatory information has to be entered manually. If you used the smart order entry interface to retrieve lines, the purchase requisition header is automatically created during that process.

Function keys

Internal text	Maintain internal text for the purchase requisition header. Internal text can be useful to make general notes about the purchase requisition. The internal text is not printed on any document.
External text	Maintain external text for the purchase requisition header. External text will be copied to the purchase order, if a purchase order is created from this purchase requisition.
Change supplier	This function key is only displayed if you are changing an existing purchase requisition. Open the Supplier field and change the supplier on the purchase requisition. Note: The supplier cannot be changed if a request for quote or a purchase order has been created.

Requisition: Displays the purchase requisition number, which cannot be changed. When creating a new requisition, leave this field blank to let the system retrieve the next available number from the Number series table.

Supplier: Enter a supplier, indicating from whom to purchase the items on this purchase requisition or leave blank to let the system retrieve it when you start defining lines.

Address no

If the supplier was entered in the Supplier field, the address number is retrieved automatically. The number retrieved is the purchase order address number from the Business partner file. This is the address to which the final purchase order, or request for quote, is sent.

If you want to use another address number defined in the Business partner file, enter the address number and click OK. If you want to enter an address manually in the five lines below, enter 999 in this field.

If the supplier defined in the Supplier field does not exist, this field always contains 999 and cannot be changed.

Name: If the supplier entered in the Supplier field exists in the Business partner file, the name of the supplier is retrieved automatically. This field can only be changed if the Address number field is defined with 999.

Address

If the supplier entered in the Supplier field exists in the Business partner file, the address is retrieved automatically according to the address number. This field can only be changed if the Address number field is defined with 999.

Note: Only the first address line is mandatory. On the fourth line, a 2-character state/province code field is only displayed if the Validate state field in the Country table is set to Optional or Mandatory for the country code entered below. In addition, the first field on the fourth line is reserved for the postal code. The country code determines whether the postal code will be right- or left-justified.

County: Enter the code from the County table indicating the county in which the customer/supplier is located.

Country: Only displayed if the EU reporting function is activated. If the supplier entered in the Supplier field exists in the Business partner file, the country in which the supplier’s address is located, is retrieved automatically. This field can only be changed if the Address number field is defined with 999.

VAT registra: VAT registration number is only displayed if the EU reporting function is activated. If the supplier entered in the Supplier field exists in the Business partner file, the VAT registration number of the supplier’s is retrieved automatically. This field can only be changed if the Address number field is defined with 999.

TOP: If the supplier entered in the Supplier field exists in the Business partner file, the Terms of Payment is retrieved automatically, but can be changed. If changed, the predefined text for the code is displayed in the second field, when you click OK. An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field.

Order type: This field displays the order type of the purchase requisition, retrieved from the Default PR type field in Work with DC1 user profiles for your user.

TOD: If the supplier entered in the Supplier field exists in the Business partner file, the Terms of Delivery is retrieved automatically, but can be changed. If changed, the predefined text for the code is displayed in the second field, when you click OK. An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field.

Handler: Mandatory entry. The handler defined for your user profile is retrieved. Leave as is, or enter a code from the Signature table, indicating the handler of the requisition.

MOT: If the supplier entered in the Supplier field exists in the Business partner file, the Manner of Transport is retrieved automatically, but can be changed. If changed, the predefined text for the code is displayed in the second field, when you click OK. An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field.

Currency: If the supplier entered in the Supplier field exists in the Business partner file, the currency for the supplier is retrieved automatically, but can be changed.

Language: If the supplier entered in the Supplier field exists in the Business partner file, the language for the supplier is retrieved automatically, but can be changed. The language code determines in which language to print external documents for this supplier.

Price list: Displays the price list used for this requisition. This price list is retrieved from the Supplier file, if one is defined, during the creation of the purchase requisition header or change of supplier. If no price list is assigned to the supplier, the Standard price list (defined in the DIS control file) will be used during pricing and this field will be blank. When the system runs the main pricing program it will use this price list as the starting point for calculating any prices or discounts as it needs a starting price.

Contact: If the supplier entered in the Supplier field exists in the Business partner file, then the employee at the supplier’s site set as default order contact is retrieved automatically, but can be changed.

Manufacturer: This field works in combination with the Mf addr no field below. If you want the Manufacturer’s address to be copied to the purchase order that is created from this purchase requisition, to be able to track the manufacturer when purchasing from an exporter, enter the manufacturer (a business partner of type 2, 3 or 9) in this field. The corresponding address number must also be completed in the Mf addr no field. When a purchase order is created for this purchase requisition, the manufacturer address is retrieved and copied to the purchase order.

Mf addr no: This field works in combination with the Manufacturer field above. If you want the Manufacturer’s address to be copied to the purchase order that is created from this purchase requisition, to be able to track the manufacturer when purchasing from an exporter, enter the manufacturer’s address number. The manufacturer must also be completed in the Manufacturer field above. When a purchase order is created for this purchase requisition, the manufacturer address is retrieved and copied to the purchase order.

Goods mark: Enter the text for the goods marking describing the items on this purchase requisition. This text is printed on all documents associated with a purchase order.

Approved by: Displays the person defined as the Next level authority in the Signature table for the handler. This is the person who should attest (approve) the purchase requisition. If no Next level authority is defined for the handler, this field is blank and the purchase requisition does not need to be attested.

Security cod

Enter the security code for the attestor. The code entered is validated against the Signature table for the attestor.

If a purchase requisition is not attested, or if the security code entered is not correct for the attestor, any purchase order created from this purchase requisition will be defined as not attested when the purchase order is created. If the purchase requisition is attested correctly in this program, any purchase order created from this purchase requisition will be considered as attested.

Purchase order print control (DIR61305)

Related topics

This panel prompts upon exit of a created purchase order if the purchase order document is defined with a batch printout. Indicate if you want to change it to a direct print. Note: If you leave it as a batch printout you will be able to send it as an e-mail or fax if the requirements for this have been setup in the system.

Work with purchase requisitions, Deletion (DIR61308)

Related topics

Work with purchase requisitions, Create request for quote (DIR61311)

Related topics

This panel is displayed when you have selected to create a request for quote from one, or several, purchase requisitions.

You can either add the purchase requisitions to an existing RFQ, or you can create a new RFQ.

Note: You are not allowed to add a purchase requisition to an existing RFQ, if the supplier already exists on that RFQ.

RFQ number: If you want to add the items on the purchase requisitions(s) to an existing RFQ, enter the RFQ number. If you want to create a new RFQ for the purchase requisition(s), leave the field blank.

One RFQ/requisition: If you selected several purchase requisitions for which you want to create a RFQ, indicate if one RFQ should be created for each requisition you selected.

Req reply-by date: Enter the date when you want a reply (quotation) from the supplier(s), at the latest.