Purchase requisition

Use this page to create and manage purchase requisitions.

The purchase requisition is part of the purchasing process as illustrated in Purchasing overview.

On this page you will find the description of the purchase requisition workflow. You will also find answers to the following questions:

  • How to create a purchase requisition
  • How to edit a purchase requisition line
  • How to submit the purchase requisition for approval
  • How to delete a purchase requisition line or purchase requisition
  • How to close a purchase requisition line or purchase requisition
  • How to create a purchase order from the purchase requisition
Prerequisites

Sequence number

Site

Item

Supplier

Currency

Purchase requisition workflow

This is an overview of the purchase requisition workflow.

A chart showing the purchase requisition flow. The status of a newly created purchase requisition is draft. When the purchase requisition is approved, its status is pending. When it is partially ordered, its status changes to in progress and when it is fully ordered, its status changes to closed.

  1. Create the purchase requisition.
  2. Approve the purchase requisition.
  3. Create the order. The purchase requisition closes automatically when all the lines are ordered.

Along with the purchase requisition flow, the purchase requisition statuses can be Draft > Pending > Closed or Draft > Pending > In progress > Closed, depending on the different actions performed on the purchase requisition.

Let's describe this flow in more detail.

Purchase requisition creation: status Draft

When you create a purchase requisition, its status is Draft. After entering the header data and adding at least one line, you save the purchase requisition.

The purchase requisition status stays as Draft.

Purchase requisition approved: status Pending

When the purchase requisition is ready, you send it for approval. When it is approved, its status changes to Pending.

Purchase requisition partially ordered: status In progress

When you create a partial purchase order, the purchase requisition status changes to In progress.

Purchase requisition fully ordered: status Closed

When you create a full purchase order, the purchase requisition status changes to Closed.

Create a purchase requisition

You can create a purchase requisition with one or several lines for one or several items. Go to the Purchase requisition page, select Create to generate a new purchase requisition and perform the following actions:

Define the basic information of a purchase requisition

  1. If you have defined sequence number rules for the purchase requisitions in the Sequence number page, leave the purchase requisition Number field blank. The number is generated automatically when you create the purchase requisition. Otherwise, enter the purchase requisition Number manually.
  2. Enter or select the purchasing site.
  3. Check that the requisition date default value and the requester default value are correct.
  4. Select Add to define a purchase requisition line.
  5. In the New requisition line panel, the minimum information you need to enter is the Item or the Item description, the Purchasing unit and the Quantity.
  6. Select OK. The New requisition line panel closes, and the purchase requisition line displays in the grid.
  7. Save. The purchase requisition number displays automatically. The Status is Draft.

Select the supplier

The supplier is not required to create a purchase requisition. However, when the purchase requisition is approved you need to provide a supplier to create the purchase order. To select a supplier, you have two options:

From the New requisition line panel

  1. Use the Select supplier link to open the selection list. Suppliers are sorted by type: If a default supplier has been defined for the item-site or for the item it displays at the top of the list. Suppliers referenced for the item display next, followed by other suppliers.
  2. Select the supplier and select OK.
  3. Save.

From the Purchase requisition page

  1. Select Apply default supplier. The default supplier defined for the item-site or for the item automatically displays on each line that does not yet have any supplier.
  2. Save.

When you select a supplier, the purchase requisition lines display all the related information, such as the currency and the price list, when it exists.

Assign dimensions

You can assign dimensions to lines that have a Draft or Pending status.

You have two options to open the Dimensions window and set dimensions: You can assign dimensions to a line or assign dimensions to several lines.

From the More actions icon on the line, select Dimensions. The Dimensions window displays the dimension types defined for your company.

  1. You can select a dimension for each dimension type.
  2. Select OK.

From the More actions icon in the header, select Set dimensions. The Dimensions window displays the dimension types defined for your company.

  1. You can select a dimension for each dimension type.

  2. To assign the selected dimensions to all existing lines that do not yet have dimensions assigned, select Apply to all lines.

    To assign the selected dimensions as default values for future lines, select Apply to new lines only.

Edit a purchase requisition line

When you save a purchase requisition, you cannot modify any of the information in the header. You can edit a line only if the Status of the line is Draft.

You have two options to edit a line:

First option

  1. Select Edit from the More actions icon on the line you want to edit.
  2. In the Edit requisition line panel, make your changes and select OK.
  3. Save.

Second option

  1. Select the line you want to modify.
  2. In the detail panel, make your changes.
  3. Save.

Submit for approval

When the purchase requisition is ready you can send it for approval.

  1. Select Submit for approval.
  2. The default approver's email address assigned in the Site page displays. You can enter another one or select another approver.

  3. Select Send.

    The approver receives the approval request by email. They can approve or reject the request from the Purchase requisition page, or directly from the email that includes a link to the purchase requisition.
    The Approval status for the purchase requisition and all the lines changes automatically from Draft to Pending approval.

    The approval status is global for all the lines of the purchase requisition.

    1. When the purchase requisition is approved, the statuses change automatically as follows:

      • The purchase requisition Status and the purchase requisition line Status change from Draft to Pending.
      • The Approval status changes from Pending approval to Approved.

    2. When the purchase requisition is rejected, the statuses change automatically as follows:

      • The purchase requisition Status and the purchase requisition line Status change to Closed.
      • The Approval status changes from Pending approval to Rejected.

Delete a purchase requisition line or a purchase requisition

You can delete a purchase requisition or a purchase requisition line only when the Status is Draft or Pending.

  • To delete a purchase requisition, select the More actions icon and Delete.
  • To delete a line, select Delete from the More actions icon on the line you want to delete.

Close a purchase requisition line or a purchase requisition

You can close a purchase requisition or a purchase requisition line only when the Status is Pending.

  • To close the entire purchase requisition: Select Close. The Status of the purchase requisition changes to Closed.
  • To close a line, select Close from the More actions icon on the line you want to close. The Status of the line changes to Closed.

Create a purchase order

The purchase requisition can be converted into a purchase order when the following conditions are met:

  • The Status is Pending.
  • The Approval status is Approved.
  • The supplier is populated: Only lines with a supplier are converted into purchase orders.

To create the purchase order, select Create purchase order.

  • The same number of purchase orders as there are suppliers are automatically created.
  • The Order status for each ordered line and for the purchase requisition changes from Not ordered to Ordered.
  • The Status for each ordered line and for the purchase requisition changes to Closed.

View purchase order progress

After you create a purchase order, you can check the situation of the purchase order line related to the purchase requisition line.

Select the line to open the detail panel. The Progress tab displays the order main information:

  • The order progress percentage
  • The ordered quantity
  • The purchase order number
Select the number to display the Purchase order page.

Working with purchase requisitions

The purchase requisition status is Pending. Can I add another line?

When I add a line, can I enter the gross price for the item manually?

Can I create a partial order from a purchase requisition?

The purchase requisition status is Pending. Can I add another line?

No, when the purchase requisition status is Pending, it means that all the existing lines have been approved. You cannot add another one. You need to create another purchase requisition.

When I add a line, can I enter the gross price for the item manually?

Yes, you can. However, when you select the supplier the gross price is automatically populated from the supplier price list, when it exists. If you want to change this price, you need to select the supplier first and then change the gross price.

Can I create a partial order from a purchase requisition?

No, from the purchase requisition page you can only create a purchase order for all the purchase requisition lines.

To create a partial order, go to the Purchase order page. Use the Select from requisition action and select the purchase requisition lines. You can change the quantity to be ordered for a quantity less than the requested quantity on the selected lines.