Requisition - Supplier Order

OBJECTIVE

The Requisition – Supplier Order function converts a requisition to a stock order from catalogue.

 

 

NOTE: The status of the requisition must be Confirmed.

NOTE: You can create an order from multiple requisitions using the Compile Requisitions function.

PREREQUISITE 

  • Enter a Requisition

PROCEDURE 

To convert a requisition to an order:

  1. Click the Display Only Requisitions Ready to be Processed icon.
  2. Select a Requisition.

 

 

NOTE: If documents have been linked to the requisition, they can be accessed by clicking the Documents icon.

  1. Complete or change the information in the requisition in the Details tab:

 

 

NOTE: A supplier must be entered in the Supplier Code field and a quantity must be entered in the Qty Invt. field to transfer the requisition to orders.

Field

Description

  • Supplier Code

Supplier code from Define Supplier.

  • Address No.

Supplier's address number.

NOTE: By default the system displays the address from Define Supplier.

NOTE: You can set up multiple addresses for a given supplier using the Define Supplier Addresses option.

  • Contact

Supplier's contact name.

  • Order Date

Date of the purchase order.

NOTE: The system enters the working date by default.

  • Delivery

Default delivery date of the purchase order.

NOTE: The system enters the required date from the requisition by default.If the latter is not entered, the system enters the working date.

  • Payment Terms

Payment Terms generated by the Payment Terms Management module automatically defaults in the Payment Terms field for invoicing.

NOTE: If a payment term is posted in Supplier Management, it is posted automatically.

NOTE: The system determines the due date of posted invoices according to the applicable payment terms.

  • Holdback %

Holdback percentage applicable to the purchase on invoicing.

  • Print Order
    • Yes
    • No

Orders set to Yes are available when printing is started with the Print Purchase Orders option.

Order set to No are not available when printing is started with the Print Purchase Orders option.

  • Work Order

Work order number associated with the order.

NOTE: The system enters the work order on the requisition, if applicable.

NOTE: The system only lets you select an existing work order if the Work Orders module is installed.

  1. Default Values section:

Field

Description

  • Company

Company name.

NOTE: Available in multidimensional mode only.

  • Project

Project number affected by the purchase.

NOTE: The list of available projects is displayed based on Security Management.

  • Group

Group affected by the purchase.

  • Activity

Activity affected by the purchase.

  • Call Number

Service call number associated with the order.

NOTE: This function is available if the Service Calls module is installed.

  • Site

Default site from Define Sites.

  1. Breakdown section:

 

 

NOTE: This information is taken from the requisition and cannot be modified.

Field

Description

  • Inventory Code

Inventory Code

  • Description

Description of the item.

  • Company

Company name.

NOTE: Available in multidimensional mode only.

  • Unit

Conversion unit.

  • Site

Site on which the item is located.

  • Location

Actual location of the item in the system.

  • Charact.

Item characteristic.

  • Identification

Item identification.

  • Reservation No.

Reservation number.

  • Qty Invt.

Quantity ordered based on the inventory unit.

NOTE: A quantity must be entered in this field to transfer the requisition to orders.

  • Inv. Unit

Unit of measure associated with the inventory in Catalogue Management.

  • Qty Suppl.

Quantity ordered based on the supplier's unit.

  • Supplier Unit

Unit of measure associated with the supplier in Catalogue Management.

  • Qty Available

Quantity available in stock at the time the order is entered.

  • Ordered Qty

Quantity on order of the item.

  • U.P. Invt.

Unit price based on the inventory unit.

  • U.P. Suppl.

Unit price based on the supplier's unit.

  • Disc%

Discount percentage.

  • Amount

Breakdown line amount.

  • Tx

Tax code applicable.

  • Tx

Tax code applicable.

  • Invt. Rcpt.

Quantity received based on the inventory unit on this order.

  • Suppl. Rcpt.

Quantity received based on the supplier's unit on this order.

  • Project

Determines the project to which the expense belongs for each breakdown line.

  • Activity

Determines the activity to which each breakdown line belongs.

  • Group

Determines the expense group to which each breakdown line belongs.

  • Status

Completed by default when the contract is saved based on its progress in the system.

  • Document

Used to attach a document to the order.

  • Print Doc.

Prints the attached document when the order is printed, if the box is checked.

  • Delivery Date

Planned delivery date.

  • Requisition Date

Date of the requisition, if the order was created after entering a requisition with the Enter aRequisition option.

  • Call Number

Service call number associated with the order.

  • Long description

Used to enter a more complete description of the item manually.

  • Currency

Currency for the selected company.

NOTE: Only available if the multidimensional and multicurrency functions are installed.

 

 

NOTE: If a budget is entered for the projects, activities and groups entered, the system checks for budget overspending when saving if this function is enabled in Configuration.

  1. Enter the required information in the Delivery tab:

Field

Description

  • Location
    • Alternate
    • Contact
    • Company
    • Supp
    • Supp. Del. Address
    • Customer
    • List
    • Project

Location for the work.

Used to create a temporary address.

Makes it possible to use an address associated with a contact in Contact Management.

Uses the address entered in the company parameters.

Makes it possible to use the address defined in Supplier Management for the selected supplier.

Lets you use an address from Define Supplier Addresses.

Lets you use an address from Customer Management.

Lets you use an address from Define Addresses.

Uses the address entered in Project Management for the selected project.

  • Specification

Provides access to databases linked by function to the selection in the Location field.

  • Transportation

Transportation from Define Abbreviations.

  • FOB

Incoterm from Define Abbreviations.

  • Requestor

Person who made the request.

NOTE: If the order was created from a requisition, the default requester is the person who entered the requisition in the system.

  • Attention of

Delivery contact.

  • Buyer

Number of the user who entered the order.

  • Specification

Specification for the order from Define Specifications.

  1. Enter the required information in the Memo tab: Used to enter a memo for the order.
  2. Click on Transfer this requisition to orders.
  3. Select a New Status.

 

 

NOTE: You can select a status if advanced approval for orders is enabled in Configuration.

NOTE: A default status can be defined by clicking the Configuration icon.

  1. Printing a requisition or not.

 

 

NOTE: The order is now available in the Stock Order from Catalogue option.

See also:

  • Supplier Management
  • Define Supplier Addresses
  • Payment Terms Management
  • Print Purchase Orders
  • Define Sites
  • Catalogue Management
  • Define Specifications
  • Define Abbreviations
  • Stock Order from Catalogue

 

Last modification: November 07, 2024