To exemplify, the following scenario will apply:
We will assume that you are employed by your company as a warehouse manager and you will register a requisition that requires the purchase of two items: The first item exists in the Item file, the other does not. Since you are not required to know the supplier the items are purchased from, a supplier will not be defined. In Change supplier and attest a purchase requisition, an employee from the purchasing department that is responsible for buying supplies for your company, will determine which supplier to use and will also approve the requisition.
- Select the Work with purchase requisitions menu item.
- You access Work with purchase requisitions, Requisition headers listing the purchase requisitions, sorted by requisition number. You can click the Dsp all/Dsp not completed function key to toggle all purchase requisitions and those not yet 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. The RFQ column denotes if the requisition has been copied to a Request for quote. See About requesting quotations from your suppliers for more information regarding these. The PO column denotes if the purchase requisition contains any line for which a purchase order has been created. Click Add to add a new requisition.
- You access Requisition header.
- Requisition number
- Leave the field blank to let the system retrieve the next available requisition number.
- Description
- Enter a descriptive text of the purchase requisition.
- Supplier
- Since you are not in a position to decide which supplier to buy the goods from, leave this field blank.
- Name
- Since you do not know which supplier to buy from, enter any text that describes, for example, the type of items being ordered. An alternative would be to enter the name of the supplier or brand that you would prefer.
- Address
- Since you do not know which supplier to buy from, enter any text, for example, where you would prefer the goods to be delivered from.
- Country
- Enter the country you would prefer to purchase the goods from.
- Order type
- Displays the order type of the purchase requisition, retrieved from the Default PR type field in the Work with DC1 user profiles file for your profile.
- 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.
- Approved by
- In this field the signature of the person who will approve (attest) the requisition is displayed. For this example we are assuming that, this is the buyer that will be attesting the requisition in Change supplier and attest a purchase requisition.
- You access Requisition lines. This is the starting panel for entering the details of items that you want to order. For this example two items will be registered; the first item exists in the Item file, the other does not. Click Add.
- You access the Requisition line detail panel.
- Item
- Enter the item you want to order. Tip: If you click OK when the item code is entered, the Unit field will be automatically updated with the item’s default unit.
- Warehouse
- Enter the warehouse that will receive the item.
- Quantity
- Enter the quantity that you want to order.
- Price
- Optionally, if you want to create a purchase order from this requisition, you can enter a new purchase price for the requisition line here. If no price is entered, you will receive a warning message during Purchase order creation, and the price from the Item file/Purchase prices panel is retrieved to the purchase order.
- Req delivery date
- Enter a date indicating when you would require the item to be delivered.
- You remain on the Requisition line panel. In the previous step, detail information was entered on the requisition for an existing item. In this step you will now define information about the second item, which does not exist in the Item file.
- Item
- Since no code exists for the item in the Item file, leave this field blank.
- Description
- Since the item code either does not exist, or is unknown to you, enter a description of the item that you want to order. Tip: If you need to further describe the item, click External text.
- Warehouse
- Enter the warehouse that will receive the item.
- Unit
- Enter the unit.
- Quantity
- Enter the quantity that you wish to order.
- Req delivery date
- Enter a date indicating when you would require the item to be delivered.
Click OK to update.
When a requisition has been entered, you have the following options from which to choose:
- You can copy the requisition to a Request for quote (RFQ). An RFQ can then be sent to one, or several suppliers, that you want to receive a quotation from. Supplier quotations are used to validate which supplier to buy from.
- You can create a purchase order. Note: This option is not allowed if the requisition contains a temporary item, i.e. one that does not exist in the Item file, as is the case of the second item entered in this example.
- You can leave the requisition so that the employee responsible for purchasing supplies for your company can take care of it.
For the purpose of this example, leave the requisition for the buyer to take care of it in Change supplier and attest a purchase requisition.
Click OK twice to update.
Click OK twice to update.
Related topics
- About purchase requisitions
- Process overview of purchase requisitions
- Automatically create the purchase requisition header and lines
- Change supplier and attest a purchase requisition
- Create requests for quote from purchase requisitions
- Pre-account a purchase requisition
- Create a purchase order from one purchase requisition
- Print the purchase order document and send as email or fax
- About requesting quotations from your suppliers