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

Purchase requisition workflow

This is an overview of the purchase requisition workflow.

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:

In the header

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. Check that the requisition date default value and the requester default value are correct.
3. Enter or select the purchasing site.

Create purchase requisition lines

There are 2 ways to create a purchase requisition line.

Perform a quick entry

1. Select Add line.
2. Enter the Item name, the Purchase unit and Quantity in purchase unit.
3. Tab to validate the information. The main details of the purchase requisition line displays in the grid.

4. Save.

   To enter and update any detailed information about the line such as the details about the quantities and pricing, open the line panel.

Add a line with all the detailed information

1. Select Add line in panel. The Add new line panel opens.
2. Enter or select the Item name.
3. Check the default Required date is correct. It defaults to the current date, but you can change it.
4. Enter the Purchase unit and Quantity in purchase unit.

5. On the Price tab:

   1. Check that the Gross price populated from the supplier is correct. You can update it.
   2. You can enter a discount percentage and a charge percentage.
6. On the Notes tab, you can add internal notes or notes to be printed on the document sent to the supplier. See Add notes.
7. To validate your entry and display the line in the purchase order list of items, select Apply, or if you want to also add another line, select Apply and add new.
8. Save.

The purchase requisition status and the purchase order line status are 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 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.

Add notes

You can add internal notes to a purchase requisition at the document or line level, or both.

Internal notes are notes you want to share with your colleagues. Customers never see these notes. These are for internal purposes only.

Add notes at document level

You can add notes at the document level from the Notes tab. To add notes:

1. In the Internal notes text box, enter the notes you want to share with your colleagues.
2. If you switch on Repeat the document notes on new documents then the notes will repeat on purchase orders created from the requisition.
3. If you Repeat all the line notes on new documents then the notes will repeat on purchase order lines created from the requisition lines.
4. Save.

Add notes at line level

You can add notes for a line from the Line notes tab of the line detail panel.

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 Line panel. The Progress tab displays the order main information:

• The order progress percentage
• The ordered quantity
• The purchase order number

Working with purchase requisitions

Refer to the list of questions in this section for guidance on how to use your Sage Distribution and Manufacturing Operations solution to carry out day-to-day sales tasks.

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?

I cannot save the purchase requisition and there is a control on the Supplier field.

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.

I cannot save the purchase requisition and there is a control on the Supplier field.

You cannot select a supplier that was created from a business entity whose site belongs to the same legal company as the purchasing site. This would cause billing issues. This supplier type is used for stock transfer purposes only, as the shipping site.