Enter a Requisition

OBJECTIVE

The Enter a Requisition function is used to specify material requirements for a project. Afterwards, the buyer can process the requisition according to the material in stock and material that must be ordered.

The requisition can be used to create orders and facilitate processing. In a full process, project resources can be used first to create the requisition. The Define Resources option must be installed. Using the requisition, the user can reserve items for projects, customer orders or service calls, if these options are installed. Some options, such as Enter Work Orders, Customer Orders and Procurement Management (MRP 1) can create requisitions automatically. If requisitions are used by multiple users, an Order Approval Process Management can be created to manage requests easier.

 

PREREQUISITES

• Catalogue Management
• Configuration
• Project Management

 

Summary

• Create a requisition
• Create a requisition from a kit

 

Steps

maestro* > Purchasing > Purchasing > Procurement > Enter a requisition

 

Create a requisition

1. Enter the required information:

Field	Description
Requisition	Requisition number. NOTES: Maestro* automatically assigns a number when the transaction is saved. However, it is possible to enter one manually. A counter can be defined in Configuration.
Status	Status of the requisition. The statuses available for the user include: A-Entered and P-Confirmed. NOTES: If the advanced requisition approval function is enabled in Configuration, the status can only be changed when the requisition is saved. New statuses can be created using the Table of Order Status Codes option.
Type	Type of the requisition. Available values: Waiting Requisition linked to the Production Resources module. Service Call Requisition linked to the Service Management module. It is necessary to enter a Call Number. Inventory Requisition linked to the inventory. Work Order Inventory requisition linked to a work order (without the material being linked to the work order project). Thus, if an order is generated from the requisition, the material will be ordered for the inventory, and, when received, it will be reserved for the work order. NOTES: The Work Order requisition type is only available if the general settings related to material reservations for work orders have been completed (General Settings > Work Orders > General): the box Reserve the Required Material for Work Orders must be checked and a Prefix to Use to Generate the Reservation Number must be defined. If this type of requisition is selected, a work order number must be entered in the Work order field of the requisition. This type of requisition can be used for Material Reservation or Site Transfer type of inventory issues, but not for Inventory-Project Transfer or Internal Sales type of inventory issues. Project Requisition linked to a project. It is necessary to enter the Project. Customer Order Requisition linked to a Customer Order. It is necessary to enter the Project. Project-Reservation Requisition that allows the user to reserve material linked to a project. It is necessary to enter the Project. Hold Requisition linked to the Procurement Management (MRP 1) option. It is necessary to enter the Project. NOTE : A type by default can be configured locally by clicking the Configuration icon.
Original Requisition No.	Original requisition number. Only displayed if the requisition was created from another requisition for which the Do not process in the “Procurement Management” box is not checked.
Do not process in the “Procurement Management”	If the box is checked, the requisition will not be processed by the Procurement Management (MRP 1) option. NOTE: By default, the box is checked for the Project-Reservation and Project requisition types if the Do not process "Project” & “Project-Reservation" in the Procurement Management box is checked. This configuration is available in Configuration – Purchasing in the Requisitions section.

2. Enter the required information in the Detail tab:

Field	Description
W/O No.	Work order number associated with the requisition. NOTE: Maestro* only allows the selection of an existing work order if the Work Order module is installed.
Mobile Status	If the requisition was created in the maestro*mobile application, its status is displayed in this field. NOTE: If an In progress requisition is modified and saved in maestro*, its status becomes Completed. It becomes impossible to modify it from maestro*mobile.
Project	Project for which the material is needed. NOTES: For a requisition linked to a service call, no project should be entered. Maestro* uses the contract project. The list of projects is displayed based on the security defined for the user in project access.
Supplier	Supplier code from Supplier Management. NOTE: This information is optional. It is used when the order is created.
Requester	User that identified the need. NOTE: Maestro* identifies the current user by default.
Date Entered	Date on which the requisition was entered. NOTE: Maestro* indicates the working date by default.
Date Required	Date on which the items are required. NOTE: This date is not mandatory, unless the Production Resources module is installed.
Prev. required date	Last date required before it was modified.
Modified by	User who changed the required date.
Specification	Allows the user to enter specifications related to the requisition. Available specifications are from Define Specifications.
Processed By	User who processed the requisition.
Oper.	Operator. User who entered the requisition in maestro*. NOTE: This field is completed by maestro* and cannot be changed by the user.
Reservation No	Default reservation number. NOTE: If the requisition is created by a Customer Order, maestro* enters the order number in the reservation number.

1. Default Values section:

Field	Description
Activity	Activity affected by the material requirement. NOTE: An activity by default can be configured locally by clicking the Configuration icon.
Group	Group affected by the material requirement. NOTE: A group by default can be configured locally by clicking the Configuration icon.
Call Number	Service call number linked to the requisition. NOTE: This function is available if the Service Management module is installed.
Site	Default site from Define Sites. NOTES: A site by default can be configured locally by clicking the Configuration icon. When importing lines from Excel in the breakdown grid, the site entered here will be displayed automatically on the lines with no site. If a value has been entered in the local settings, this value will be displayed in the Site field and will then be applied to the lines entered in the breakdown's lines. If no value has been entered in the local settings, the software will instead check if a value is entered in the Site field of the inventory's general settings. Finally, if no site has been entered in local or general settings, the Site field will stay empty and the location indicated in the catalogue will be applied to every breakdown line.
Assembled Product	Product with an assembled status from Catalogue Management. NOTE: This function automatically displays all of the components in the assembled product in the Breakdown grid from Define Bill of Materials. Warning! When the assembled product is selected, maestro* replaces the entire content of the breakdown grid with the components of the assembled product. Changes entered manually are lost.
Quantity	Number of assembled batches. NOTE: The quantities of items are adjusted based on the number of batches entered.

2. Breakdown section:

It is possible to enter an item that does not exist in the catalogue either by adding an exclamation mark (!) before the Inventory Code, or by leaving this field blank. It is possible to requisition an amount by entering its value in the Amount column and leaving the Inventory Code, Qty Required and UP columns blank.

 

Field	Description
Inventory Code	Inventory code from Catalogue Management. If the item is a kit, see section Create a requisition from a kit. NOTE: It is possible to enter an item that does not exist in the catalogue either by adding an exclamation mark (!) before the Inventory Code, or by leaving this field blank.
Description	Description of the item. Can contain up to 100 characters. NOTES: It is possible to select a resource from Define Resource by Project by pressing F7. Maestro* enters the list of material for the selected resource. Only available if the Define Resources by Project option is installed.
Long Description	Used to enter a more complete description of the item manually.
Manufacturer Name	Manufacturer of the item from Define Manufacturers.
Manufacturer’s Part Number	Manufacturer’s part number indicated in Catalogue Management.
Required Document	Indicates that a document is required on delivery of the item. This information is from Catalogue Management.
Company	Company name. NOTE: Available in multidimensional mode only.
Unit	Conversion unit. NOTES: The unit varies based on the factor entered in the item in the Catalogue Management option. The arrow is used to select an item in stock and maestro* automatically enters the associated values.
Site	Site on which the item is located.
Location	Actual location of the item in maestro*.
Characteristics	Item characteristic.
Identification	Item identification. NOTE: Maestro* displays the item's serial number if the latter is managed by serial number.
Reservation No	Reservation number. NOTES: This number can be entered manually by the user. If the requisition is created by a Customer Order, maestro* enters the order number and the order line number. If the requisition is linked to a Service Call, maestro* automatically enters the prefix and the call number. The prefix is defined in Configuration in the Service Management module.
Qty Available	Quantity available in stock when the requisition is entered. NOTE: For companies in multidimensional mode, it is possible to identify the company that manages the inventory. To verify this quantity in the inventory of the appropriate company, enter its prefix in the Check the quantities available in stock with the prefix X field in the Configuration – Purchasing, under the Requisitions section.
Delivery Days	Number of days for the delivery. NOTE: The delivery days can be found in many places in maestro*: Maestro* first checks in the Catalogue Item Procurement option if there is a is a value entered for the Item Code and Site Code; If there are no delivery days specified, maestro* verifies in Catalogue Management under the Procurement Management section; If no delivery days are entered for these two options, maestro* displays the delivery days entered for the item Type entered in the catalogue; If no delivery days are found, maestro* displays the delivery delay entered in the supplier’s file. The Delivery Delay entered in the item type, if there is one, is added to the delivery days.
Qty Processed	Quantity on order for the current requisition. NOTE: This information is only available for requisitions that have been partially or completely processed.
Qty Required	Required quantity.
UP	Unit price.
Amount	Amount before taxes from the calculation of the quantity required multiplied by the unit price.
Project	Allows the selection of a project that is different from the one entered in the header of the requisition, on the condition that it is one of its subprojects.
Activity	Determines the activity to which each breakdown line belongs.
Group	Determines the expense group to which each breakdown line belongs.
Date Required	Required date of the item for the requisition. NOTE: If no date is entered in this field, maestro* displays the entry date.
Document	Used to attach a document to the order.
Status	Status of the line. NOTE: The default status is Entered. If the line is partially processed, its status is Active and if the line is completely processed, its status is Complete.
Disc%	Discount percentage.
Call Number	Service call number linked to the requisition.
Shop Drawing Counter	Allows to enter the counter number of a shop drawing. NOTE: This column is only displayed if the Shop Drawing module is installed.
Drawing Title	Displays the title of the shop drawing selected in the Shop Drawing Counter column. NOTES: This column is for informational purposes only. This column is only displayed if the Shop Drawing module is installed.
Supplier Code	Code of the suggested supplier for the line.
Inventory Deduction	Automatic deduction of the item from inventory and put in production, if the field is set to Automatic. NOTE: Only available if the Procurement Management (MRP 1) option is enabled.
Inventory Unit	Inventory unit associated with the item in Catalogue Management.
Item Management	Item management mode from Catalogue Management, for information purposes.
Purchase Requisition No.	Number of the purchase requisition created when entering a Project-Reservation type of requisition.
Purchase Requisition Line Number	Number of the purchase requisition line created when entering a Project-Reservation type of requisition.

3. Enter the required information in the Delivery tab:

If the Use Work Order Address for Delivery Location box is checked in the window’s Configuration and a work order is entered in the W/O No. field, the delivery information in this tab will be the one from the work order. This information can be modified.

 

Field	Description
Location	Location for the delivery. Available values: Alternate Used to create a temporary address. Contact Allows the user to use an address associated with a contact from Contact Management. Company Uses the address entered in the company parameters. Supplier Allows the user to use the address defined in Supplier Management for the selected supplier. Customer Allows the user to use an address from Customer Management. Customer Address Allows the user to use an address from Define Customer Addresses. List Allows the user to use an address from Define Addresses. Project Uses the address entered in Project Management for the selected project. NOTES: If a project has been identified in the main screen of the requisition, it will be selected automatically as the delivery location if the Location field is set to Project. However, if a project is selected manually in this field, it will be retained even if the project is changed in the main screen of the order.
Customer	When the type of location is Customer or Customer Address, allows the selection of the customer code and displays the associated information from Customer Management.
Selection	Specific identity of the delivery site. Provides access to databases linked by function to the selection in the Location field.

4. Entered the required information in the Production Resource tab:

This tab is only available if the Manage Production Resources option is enabled.

5. Enter the required information in the Memo tab: Used to enter a memo linked to the requisition.
6. Click Save.

Only orders with a Confirmed status can be processed as orders. Once processed, the requisition can no longer be changed. It is possible to change the settings so that insert mode is used by default after saving by checking the Stay in insert mode after saving setting in the Configuration icon. It is possible to link documents to a requisition by clicking the Documents icon. Documents linked to a requisition can be accessed in the Requisition - Supplier Order and Stock Order from Catalogue options by clicking the Display Only Requisitions Ready to be Processed and Display Completed Requisitions icons. Simply enter the requisition number and click the Documents icon.

 

Create a requisition from a kit

This feature applies to items whose Status corresponds to Kit in the Catalogue Management option.

1. In the breakdown grid of the Detail tab, enter the kit's inventory code in the column or click on the icon to select a kit through the Select a record window. The Component Selection window opens.
2. Enter the amount of kits (Quantity) needed in the requisition.
3. Check the kit items to include in the requisition.
4. Click on Select.
   All chosen kit items will automatically be added to the requisition.
5. Save the requisition.

 

See also

• Define Resources
• Enter Work Orders
• Customer Order
• Procurement Management (MRP 1)
• Order Approval Process Management
• Table of Order Status Codes
• Supplier Management
• Define Addresses
• Define Specifications
• Define Sites
• Define Bill of Materials
• Define Resource by Project
• Progress of Requisitions
• Requisition – Supplier Order
• Inventory Issues
• Shop Drawing Management
• How to Creating a purchase requisition from an existing requisition
• How to Display the supplier's discount price as the unit price
• How to Service Management Procurement

 

Last modification: November 07, 2024