Requisition Statuses

Adding a purchase requisition status allows you to create a new status value and define the application behavior associated with that status. To add a PR status:

1. Click the Add Purchase Requisition Status link.

   The Add Purchase Requisition Status dialog box opens.

2. In the Description field, enter a name for the status.

3. Enter a value in the Tab Order field.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

4. In the Active field, select Yes to make this status active.

   Inactive status values are retained in the system but are not displayed to users.

5. Define the requisition status value Defaults.

   The Defaults define the purchase requisition status values that are assigned by default by the system.

   • Default Open – Selecting Yes indicates that this status value will automatically be assigned to new purchase requisitions when they are created. There can only be one requisition status value that is designated as the Default Open Status.

   • Default Closed – Selecting Yes indicates that this status value will automatically be assigned to a purchase requisition after all items on it have been added to a purchase order. There can only be one requisition status value that is designated as the Default Closed Status.

   • Default Submit – Selecting Yes indicates that this status value will automatically be assigned to a purchase requisition when the Submit PR button is clicked by a user, indicating that the purchase requisition is ready for purchase orders to be generated from it.

     This value is only valid for installations where PR Approvals are disabled.

6. Define the requisition status value Flags.

   The Flags are used to define which internal status flags are set when this status value is assigned to a purchase requisition. When these flags are set, certain application actions take place.

   You are allowed to create purchase requisition status values that have no associated flags.

   • Cancelled – Setting this flag to Yes marks a purchase requisition with this status as having been created in error and will not be completed. Once a purchase requisition is assigned a Cancelled status, it cannot be re-opened or edited.

     Once a purchase requisition has been re-opened (moved from the Closed status to Open) by a user with Buyer security rights, it cannot be subsequently Cancelled.

   • Closed – Setting this flag to Yes marks a purchase requisition as being complete (all items have been added to a purchase order). Only users with Buyer security rights can re-open or cancel a Closed purchase requisition.

     Users cannot place a purchase requisition in a Closed status. Closed is a status that automatically occurs when the last purchase requisition line item is placed on a purchase order.

     Once a purchase requisition has been closed, only a user with Buyer security rights can re-open or cancel a Closed purchase requisition.

7. Click ADD.

You can edit a purchase requisition status. However, review the Purchase Requisition Status Definition Guidelines to ensure that editing an existing status value does not attempt to create an invalid configuration. To edit a PR status:

1. In the Purchase Requisition Status field, select the value you want to edit.

   The current definition of the selected status appears.
   

2. Click the Edit Purchase Requisition Status link.

   The Edit Purchase Requisition Status dialog box opens.

3. Edit any of the following values:

   • Description – the name of the status
   • Tab Order – indicates the value's position in drop-down menus where lower numbered values are listed first
   • Active – indicates whether the value is active or inactive
   • Default Open – indicates whether this status is the default open status
   • Default Closed – indicates whether this status is the default closed status
   • Cancelled – indicates whether this status flags the purchase requisition as cancelled
   • Closed – indicates whether this status flags the purchase requisition as closed
4. Click UPDATE.

PR requisition status values that have not been used can be deleted from the system.

If the PR requisition status has been used, it you cannot delete it. You can, however, edit it and change it to Inactive so that users can no longer access it.

To delete a PR requisition status:

1. In the Purchase Requisition Status field, select the value you want to edit.

   The current definition of the selected status appears.
   

2. Click the Edit Purchase Requisition Status link.

   The Edit Purchase Requisition Status dialog box opens.

3. Click DELETE.

   A dialog box opens asking you to confirm your choice.

4. Click OK.

When defining purchase requisition statuses, keep the following guidelines in mind:

• Moving From One Status to Another

  The following restrictions are enforced by the system when moving a purchase requisition from one status to another.

  • If a purchase requisition is Open, it can move to any other status.
  • If a purchase requisition is in a status where no flags have been assigned, it can move to any other status.
  • Moving to Closed only occurs through system actions; a user cannot manually move an Open requisition to Closed.
  • If a purchase requisition was Closed, it can be re-Opened, Cancelled, or moved to another type of Closed status, but only by a user with Buyer security rights.
  • If a purchase requisition was Closed and then re-Opened, it cannot then be Cancelled.
  • If a purchase requisition was Cancelled, it cannot be moved to any other status.

• Invalid Configurations

  The system prevents you from creating invalid configurations. If you attempt to create an invalid configuration, an error message will appear.

  • You cannot define multiple Default Open or Default Closed statuses.
  • You cannot define a status that is both Default Open and Default Closed.
  • Both the Default Open and the Default Closed status values must be Active.
  • Since the Default Open status is the entry point for newly created purchase requisitions, there must be one active Default Open status created or purchase requisitions cannot be created.
  • A Default Open status cannot have the Closed or Cancelled flags set to Yes.
  • A Default Closed status cannot have the Cancelled flag set to Yes.
  • You cannot create a status that has both the Closed and Cancelled flags set to Yes.