Purchase Order Processing - Purchase Requisition EntryFunctionUse this task to enter requests for purchases without actually creating purchase orders. After a requisition is created, it can be manually converted into a purchase order at any time by entering the requisition number in the Purchase Order Entry task. You can also generate multiple purchase orders automatically from requisitions with the Purchase Requisition Register. Purchase Requisition Entry features appear in two tabs; Basics and Dropship.
The main form includes buttons Queue for Printing, Print Requisition, and Comments.
=> To access this task... Select Purchase Requisition Entry from the Purchase Order Processing main menu.
Purchase Requisition Entry About the FieldsUse the fields in this task to enter requisition information, such as vendor name, required dates, and terms. This is the same information requested for purchase order entry. You can access requisition information by requisition number. The window is separated into three sections: Requisition Header, the Basics tab, and the Dropship tab. To enable edits to the form select .
In the Requisition Number field... When entering an existing requisition number, information regarding the requisition displays in the Requisition Detail section.
In the Vendor ID field...
When a valid vendor is selected, the name and address are displayed. If the Display Vendor Comments? field is checked in the Application Parameters task in the Maintenance folder, any comments associated with the vendor are also displayed. In the Contact section, the vendor contact, phone number, and fax number are displayed.
In the Address, Contact, Telephone, Fax, and Comments fields... Display only. Shows the information for the vendor.
In the Total Amount field... Display only. Shows the dollar total for this requisition. Basics Tab (back to top)
To enable edits to the form select .
In the Order Date field...
In the Date Required field...
In the Delivery Promised By field... This field is optional.
In the Don't Deliver Before field... This field is optional.
In the Vendor Ship Via field...
In the Freight Terms field...
In the Terms Code field...
In the Free On Board (FOB) field...
In the Acknowledged By field...
Hold For Manual Release? checkbox...
The Purchase Requisition Register task automatically converts selected requisitions to purchase orders during an update. If a requisition has a hold on it, the conversion will not take place.
In the PO Standard Message Code field...
AddonSoftware provides for two different types of messages for your requisitions/purchase orders:a Standard Message that appears on all requisitions/purchase orders (i.e., Season’s Greetings) and specific messages pertaining to line items (i.e., Requires Part #3342). The PO Standard Message Code field is for the standard message.
In the Ship To Warehouse field... A valid warehouse code entry populates the address fields. The warehouse selected in this field becomes the default warehouse for the line items.
Dropship? checkbox... Selection is disabled if AR is not installed. When AR is installed, the Drop Ship is also disabled when detail lines are entered into the grid. In order to create a dropship PO, a SO must already exist with one or more lines marked for dropship.
In the Vendor Purch Addr field...
Dropship Tab (back to top)
Purchase Requisition Entry - Dropship tab
The Dropship tab automatically displays whenever the drop ship checkbox is selected.
About the FieldsTo enable edits to the form select .
In the Customer ID field...
In the Sales Order Number field...
In the Customer Ship-To field... Optional field. Enter a tracking number.
In the Ship To field... Display only. The shipping address related to the Customer ID is displayed. Creating a New Vendor Purchase AddressIt may be necessary to send a purchase order to an address not currently listed in system. The new address may be created without leaving this task. Return to the Vendor ID field at the top on the window and select the Display Master Record button to open the record file for this vendor. From the Vendor master record window, select Vendor Purchasing Addresses from the dropdown list.
In the Address Code field...
In the Name field...
In the Address field... Two lines of address information are available.
In the City field...
In the State field...
In the Zip/Postal field...
In the Telephone field...
In the Ext field...
In the Fax Phone field...
In the Contact field...
In the FOB field...
In the Ship Via field...
Leaving this window without saving results in the following prompt:
When done making selections...
Return to Purchase Requisition Entry - Item DetailSelecting a line item in the detail section of the Requisition Header window allows the following functions:
Entering Item Detail LinesLine codes are assigned line types in the Line Code Maintenance task. One of five different types may be assigned to a line code. A line code assigned the Standard type requires input to most of the following fields. Line codes assigned the non-stock, vendor part number, message, or other types require less input. At a minimum, AddonSoftware recommends the following Line Codes:
See the Installation section for more information on line code types.
If the Order Processing module is installed, a valid customer and order/line number are required for drop shipment. If a line code that requires delivery is selected, the Drop Shipment Information window appears. See Entering Drop Shipment Information following the Purchase Requisition Entry field descriptions.
In the Whse field... This field is automatically populated from the Warehouse ID selection made previously in the Miscellaneous section.
In the NS Item ID field... This field is activated when N- Non-Stock Item is selected in the Line Cd field.
In the Item ID field... This field is activated when S- Standard Item and D- Standard Dropship is selected in the Line Cd field.
In the Memo/Non-Stock Desc field... A comment editor pop-up is available when using line codes - M - Message Line, N - Non-Stock, O - Other, and V- Vendor Part #. Up to 1024 characters, line feeds and tab characters may be used.
NOTE: Comments can only be edited when in the Edit mode.
Requisition / PO Comments
In the UM field...
Unit of Measure ExampleAny two characters can be entered, such as “PR” for pair, “CS” for case, “PL” for pallet, or “LB” for pound.
In the Conv Factor field...
Conversion ExampleType the factor used to convert from purchase quantity to stocking quantity. For example, if the item ordered is shipped in cases of 24 but inventoried and stocked singly, enter 24. If the item is shipped in cases of 12 but stocked in pairs, enter 6. The displayed cost changes automatically.
In the Req Qty field...
Quantity Order ExampleUse the same unit of measure that the vendor uses to ship the item. For example, if two cases of 24 items each are being ordered, enter 2. The extension is automatically recalculated.
In the Unit Cost field...
In the Ext Cost field... Display only. Shows the extended cost of Quantity times Cost.
In the Whse Loc field...
In the Date Req field...
This date is used once the requisition is converted to a purchase order for calculations in Material Requirements Planning, the Cash Requirements Report, the Purchase Order Expediting Report, and to update the Last Purchase Date in the Inventory Master File.
In the SO Line Item field...
In the Del Prom By field...
In the Don't Del Bef field...
In the Std Msg Cd field...
In the W O No field...
When selecting a work order you are required to specify a detail line number.
In the W O Seq No field...
When finished making entries to the fields...
Sample Purchase Requisition
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