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Field descriptions: Purchase requisition

This page describes the fields for the Purchase requisition page. The fields in each tab and section are listed in alphabetical order.

Field

Description

Number

If sequence number rules have been defined for the purchase requisitions in the Sequence number page, the purchase requisition Number is generated automatically when you create a purchase requisition. It cannot be modified. Numbers are managed in the Sequence number page.

Status

The purchase requisition status. It changes automatically according to the life cycle of the purchase requisition. The status can be:

Draft when created.
Pending when the purchase requisition has been approved.
In progress when at least one, but not all purchase requisition lines have been ordered.
Closed when all the purchase requisition lines have been ordered.

Field	Description
Number	If sequence number rules have been defined for the purchase requisitions in the Sequence number page, the purchase requisition Number is generated automatically when you create a purchase requisition. It cannot be modified. Numbers are managed in the Sequence number page.
Purchasing site	The purchasing site.
Requester	The user who makes the purchase requisition. You are the current user by default, but you can change it.
Requisition date	The requisition date defaults to the current date. You can only change it to an earlier date.

Lines tab

Field	Description
Approval status	The approval status of the line. This status changes automatically and can be: Draft when created. Pending approval when the purchase requisition has been sent for approval. Approved when the purchase requisition has been approved. Rejected if the purchase requisition has been rejected.
Charge	The usual or exceptional increase of the gross price of a product, item or service.
Discount	The usual or exceptional reduction of the gross price of a product, item or service.
Gross price	The final sales price per unit of an item, including all taxes and charges.
Item description	The item description.
Item ID	The code that identifies the item.
Item name	The item to purchase.
Net price	The price at which a product or service is sold after all taxes and other costs are added and all discounts subtracted.
Order status	The status of the purchase requisition line related to the order. This status changes automatically and can be: Not ordered when created. Partly ordered when a quantity less than the requested quantity has been ordered. Ordered when the full quantity on the line has been ordered.
Price origin	The origin of the price displays automatically: Supplier price list when the Gross price is populated from the supplier prices. Manual when the Gross price is manually entered or updated.
Purchase unit	The purchase unit of the selected item. You can change it.
Quantity in purchase unit	The purchasing quantity you need. This is required to create the line.
Quantity in stock unit	The quantity in the stock unit. You cannot modify this information.
Required date	The required date for the item to be delivered.
Status	The status of the line. This status changes automatically and can be: Draft when created. Pending when the line has been approved. In progress when at least one, but not all purchase requisition lines have been ordered. Closed when all the purchase requisition lines have been ordered.
Stock unit	The stock unit of the selected item. You cannot modify this information. It is defined in the Item page.
Stock unit conversion factor	The conversion factor from purchasing unit to stock unit. You cannot modify this information. It is defined in the Item page.
Supplier	The supplier of the item. This information is not required when creating the line. It is required to create a purchase order from the purchase requisition line.
Total excluding VAT	The total excluding VAT amount is based on the net price and the quantity.
Transaction currency	The currency for the selected supplier.

Notes tab

Field	Description
Internal notes	The text box where you can add notes you want to share with your colleagues about the purchase requisition. Those notes are only for internal purposes. Customers cannot see them.
Repeat all the line notes on new documents.	If it’s switched on, the purchase requisition line notes are repeated on the corresponding purchase order lines.
Repeat the document notes on new documents.	If it's switched on, the purchase requisition notes are repeated on the corresponding purchase order at the header level.

Attachments tab

Field	Description
Uploaded	The date and time the file was uploaded.
File	The name of the file.
Size	The size of the file.
Status	The attachment status changes automatically and can be: In progress when the upload is underway. Pending when the antivirus scan is performed. Rejected when the attachment fails the antivirus check. Uploaded when the attachment is successful. Failed when an error occurs or there is a network issue.
Type	The file type. For example, CSV, DOCX, PDF.
Uploaded by	The user who uploaded the file.

Dimensions window

Field	Description
Channel	Identifies a channel dimension.
Department	Identifies a department dimension.
Employee	Identifies an employee attribute.
Project	Identifies a project attribute. When you include a project, the Task field is available.
Region	Identifies a region dimension.
Task	If you selected a project, identifies a task. Tasks are linked to projects.

Line panel

The fields below display when you select Open Line panel or Add line in panel.

Information tab

Field	Description
Item description	The item description.
Item name	The item to purchase. This information is not mandatory. You can enter the item description in the Requested item description field.
Order status	The status of the purchase requisition line related to the order. This status changes automatically and can be: Not ordered when created. Partly ordered when a quantity less than the requested quantity has been ordered. Ordered when the full quantity on the line has been ordered.
Purchasing unit	The purchasing unit of the selected item. You can change it.
Quantity in purchase unit	The purchasing quantity you need. This is required to create the line.
Quantity in stock unit	The quantity in the stock unit. You cannot modify this information.
Required date	The required date for the item to be delivered.
Select supplier	The link to open the supplier selection screen. When the supplier is a business entity marked as a site, and when the legal company of the site and the purchasing site are the same, a message displays and you cannot save the purchase requisition. This supplier cannot be selected for the purchase requisition. You need to select a different supplier. This control prevents a supplier and purchasing site within the same legal company from being selected, to avoid billing issues.
Status	The status of the line. This status changes automatically and can be: Draft when created. Pending when the line has been approved. In progress when at least one, but not all purchase requisition lines have been ordered. Closed when all the purchase requisition lines have been ordered.
Stock unit	The stock unit of the selected item. You cannot modify this information. It is defined in the Item page.
Stock unit conversion factor	The conversion factor from purchasing unit to stock unit. You cannot modify this information. It is defined in the Item page.
Supplier	The supplier of the item. This information is not required when creating the line. It is required to create a purchase order from the purchase requisition line.
Transaction Currency	The currency for the selected supplier.

Price tab

Field	Description
Charge	The charge percentage applied to the gross price to calculate the net price. You can enter the value and change it if the Status on the requisition line is Draft.
Discount	The discount percentage applied to the gross price to calculate the net price. You can enter the value and change it if the Status on the requisition line is Draft.
Gross price	The gross price is automatically populated from the supplier price when you save the purchase requisition. You can change it. If the selected supplier is not a referenced supplier for the item, you must enter the gross price.
Net price	The net price is calculated automatically. You cannot change it.
Price origin	The origin of the price displays automatically: Supplier price list when the Gross price is populated from the supplier prices. Manual when the Gross price is manually entered or updated.
Total excluding VAT	The total excluding VAT amount is calculated automatically, based on the net price and the quantity. You cannot change it.

Progress tab

This tab only displays if a purchase order has been created from the purchase requisition line.

Field	Description
Order progress	The order progress percentage related to the purchase quantity requested.
Order status	The status of the order.
Ordered quantity	The quantity already ordered.
Quantity to order	The quantity that remains to be ordered.

Order lines

Field	Description
Date	The date the purchase order was placed.
Order number	The number of the purchase order created from the purchase requisition line. You can select this number to access the Purchase order page.
Order Status	The status of the purchase order.
Quantity ordered	The quantity ordered.