Purchase Requisition Details

Clicking the Add Material Item button allows you to add the material items you need to the purchase requisition. Only items that are managed by the Inventory module can be added to a purchase requisition.

If the total cost of the items you add exceeds the NTE amount and the PR Type selected requires approval, an error message will appear indicating that the NTE amount has been exceeded. You must either delete the excess items or adjust the NTE. PRs that do not require approval are allowed to have total costs that exceed the NTE.

To add material items:

1. Click the ADD MATERIAL ITEM button.

   The Add Material dialog box opens.

2. Click the MATERIALS-Item Select link to locate and select the item to add.

3. In the Request ID field, enter or select a work request ID if you want to associate one with this item.

   If you click the Select link, you can enter criteria to locate and select the appropriate work request. If you enter a request ID number directly, the system will validate the request ID before adding the item.

   If a non-editable request ID is displayed, a single work request was associated with the entire purchase requisition and you cannot associate a different request ID with individual items.

4. In the Description field, enter a description of the item.

   The default description for the selected item is automatically filled in; however, you can modify it.

5. In the Date Required field, select the date on which this item is needed.

   The date you enter must be today or in the future. You cannot back-date the date required.

6. To associate a Vendor with the item, click the Select link to locate and select a vendor.

   If a default supplier is associated with the item you selected, the Vendor field will be automatically filled in for you. You can change this value, if needed.

   If no default vendor is selected and you do not know the appropriate vendor for this item, you can leave this field blank and allow the person who processes the PR to select the appropriate vendor.

   If a vendor is selected, an Internal Code associated with that vendor might appear.

7. In the Account field, select the general ledger account to associate this purchase with.

   If you do not know the appropriate account for this item, you can leave this field blank and allow the approver or the person who purchases the item to select the appropriate account.

8. In the Quantity field, enter the number of items you need and the Unit of Measure required to specify the exact quantity.

   For example, if mouse pads can be purchased individually or in 10-packs, be sure to select the appropriate values.

9. In the Unit Cost field, enter a value indicating the cost of the item.

   The default cost of the item is filled in by default. You can modify this value, if needed.

10. Click ADD.

    The item is added to the Item Summary pane and the Total Amount is adjusted to reflect the cost of the added item. For information about deleting a material item, see Item Summary.

Clicking the Add Service Item button allows you to add services needed to the purchase requisition. For example, you might need to add contractor services or labor hours to a PR.

If the total cost of the services you add exceeds the NTE amount and the PR Type selected requires approval, an error message will appear indicating that the NTE amount has been exceeded. You must either adjust the service costs or adjust the NTE. PRs that do not require approval are allowed to have total costs that exceed the NTE.

To add service items:

1. Click the ADD MATERIAL ITEM button.

   The Add Material dialog box opens.

2. In the OTHER-Type field, select the type of service to add.

3. In the Request ID field, enter or select a work request ID if you want to associate one with this item.

   If you click the Select link, you can enter criteria to locate and select the appropriate work request. If you enter a request ID number directly, the system will validate the request ID before adding the item.

   If a non-editable request ID is displayed, this means that a single work request was associated with the entire purchase requisition and you cannot associate a request ID with the individual items.

4. In the Description field, enter a description of the service item or any required instructions.

5. In the Date Required field, select the date on which the services are needed.

   The date you enter must be today or in the future. You cannot back-date the date required.

6. To select a Vendor to perform the services, click the Select link to locate and select a vendor.

   If you do not know the appropriate vendor for this service, you can leave this field blank and allow the person who processes the PR to select the appropriate vendor.

   If a vendor is selected, an Internal Code associated with that vendor might appear.

7. In the Account field, select the general ledger account to associate this service with.

   If you do not know the appropriate account for this service, you can leave this field blank and allow the approver or the person who processes the PR to select the appropriate account.

8. In the Quantity field, enter a service quantity.

   For example, you might enter "1" if a single flat rate fee is charged for a particular service, or enter the number of hours for services billed by the hour.

9. In the Unit Cost field, enter a value indicating the cost of the service.

   The total service cost for this item will be calculated by multiplying the unit cost by the quantity.

10. Click ADD.

    The item is added to the Item Summary pane and the Total Amount is adjusted to reflect the cost of the added item. For information about deleting a service item, see Item Summary.

All the items that have been associated with the PR are summarized in the Item Summary pane. For each item, the following information is displayed:

• Line # – the unique line number associated with the item

• Item – the item number or Service for service items; clicking this link opens the Inventory Material Item Details page

• Description – the description of the item

• Status – the status of the item, for example, Waiting for Approval, Declined, or Ready for PO

• Date Reqd – the date the item is required

• Warehouse – the warehouse the item will be stored in when it is received in inventory

• Qty/Unit Cost – the quantity and unit cost of the item

• Cost – the total cost, calculated by multiplying the unit cost by the quantity

• Vendor – the vendor who will supply the item; items cannot be added to a PO until a vendor is specified

• Account – the general ledger account the item will be charged to

Edit or Delete an Item

You can edit or delete a displayed item by clicking the Edit link to open the Edit Material Item dialog box. From this dialog box you can:

• Modify any of the item information, including overriding the warehouse cost.
• Specify any item information that has not yet been provided.
• Click the Delete link to remove the item.

Approvals

If PR approvals are enabled for your installation, clicking the Approvals link in the Item Summary pane allows you to indicate which items in the PR must be approved before they can be processed. For more information, see PR Approvals.

If you have the appropriate security rights, you can create a purchase order that includes items from a PR. You can select one or more items from a PR to include in the PO; you do not have to include all items.

Items that can be included in a PO must:

• Have a Status of Approved or Ready for PO – This indicates that the item either has been approved or did not require approval.

• Have a Common Vendor – Purchase orders are sent to a specific vendor. Therefore you cannot select items that have no vendor specified or items from multiple vendors. There must be a separate purchase order created for each vendor.

To create a purchase order:

1. In the Item Summary pane, select the check box to the right of each item you want to include in the purchase order.

   Once you select an item from a particular vendor, you can only select additional items from the same vendor.

2. Select one of the following options to assign a purchase order number:

   • Auto-assign # – Select this option to have the system automatically assign a unique number to the purchase order.
   • Enter PO # – Select this option to manually enter a number to assign to the purchase order. The standard PO# Format prefix will not be added to the number you enter. You must enter a unique number. If you enter a number already used by another purchase order, an error message will appear.

3. Click Create PO.

   A dialog box opens asking you to confirm your choice.

4. Click OK.

   A dialog box opens indicating that the PO was successfully created.

5. Click OK.

   The Item Summary pane updates the status of each item included in the purchase order to Placed and displays a link to the newly created PO.

A summary of the costs associated with all of the items that have been added to the PR are summarized in the Item Totals pane. In addition, a link provides access to the PR Item History page.

The following information is displayed:

• Total Materials – the total cost of all materials

• Total Services – the total cost of all service items

• Grand Total – the total cost of all materials and service items

If your installation is not using PR approvals, you can submit the PR to indicate that all items are complete and a buyer or other authorized user can create a purchase order that includes items from this PR.

To submit a PR, click the SUBMIT PR button.

Clicking this button updates the status of the PR, indicating that is it ready to be used to generate a purchase order.

If your installation is using PR approvals, the SUBMIT PR button is not displayed. The PR should go through your standard approval process before being used to generate a purchase order.

The File attachments pane allows you to attach external files to a purchase requisition. To attach a file:

1. Click the Browse button to locate a file to attach.

   A dialog box opens allowing you to locate the file you want to attach. You can attach a file from your local hard disk or any networked drive you can access. Files should be no larger than 20MB; the larger the file, the longer it takes to access.

2. Click UPLOAD FILE.

   If you want to delete an attached file, click the DELETE button to the right of the file name.

Each uploaded file appears at the bottom of the pane. The date/time the file was attached is also displayed along with the name of the user who attached the file. If you click a file name, the file opens if you have the appropriate application or plug-in to view it.