Purchase Requisition
The request from inside the company to buy something: what, how much, for which site and project, and why. A requisition does not commit you to a vendor. It is published to vendors for quotations, or turned into purchase orders.
What it is for
It records the demand and keeps track of how much of it has been ordered. Each line's quantity is a ceiling: purchase orders copied from the line together cannot go over it.
The rule people get wrong: Generate Purchase Order only picks up lines that have a Vendor and a Price above zero. Lines without them are left out, and with none at all you get "To Covert Purchase Requisition to Purchase order Required data is not complete."
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Requisition | The requisition number | Given on Create |
| Requisition Date | The date of the request | Required |
| Posting Date | The date it counts from | Required. Cannot be changed once a quotation or purchase order has taken its lines |
| Order Journal | The kind of order the requisition will become, from Order Journal | Optional. Carried to the generated purchase orders; with none, each vendor's own order journal is used |
| Currency | The currency of the prices | Starts at the company's local currency |
| Notes | Free text | |
| Purchase Reason, Reason No, Reason Details, Reason Detail | The business justification | Optional. Locked after Create |
| Project, Responsibility Central, Responsible | Internal reference | Project is locked after Create; with a project, lines need a Category |
| Budget Control Applied, Budget Limit Verified, Budget Limit Override | What a budget check found | Shown, not typed |
| Purchase Organization, Purchase Group | Who will buy | Purchase Organization is mandatory when Required Purchase Organization is ticked on the company, and is locked after Create |
Basic Data
| Field | What it means | What to put |
|---|---|---|
| Site, Warehouse | Default delivery place for the lines | |
| Delivery To, Delivery Address Name, Address, Delivery Instruction, Person, Email, Mobile | Delivery address | LE fills the company's address; CM lets you type it |
Purchase Requisition Lines
| Column | What it means | What to put |
|---|---|---|
| Purchase | The kind of line | Item, item variant, procurement category, fixed asset or cost element. Required |
| Purchase No, Name | What is needed | Required |
| Item Variant | The variant | Required for an item kept by variant |
| Unit, Quantity | How much | Required. Quantity cannot be zero |
| Site, Warehouse | Where it is needed | Site is required on every line; Warehouse when the item's storage structure asks for it |
| Price, Discount %, Discount Amount, Net Price, Net Amount | Expected cost | Needed on the lines you want to turn into orders. Filled by an awarded quotation compare |
| Vendor, Name | Who will supply the line | Needed for Generate Purchase Order. Filled by an awarded quotation compare |
| Quotation, Quotation Compare | The quotation that priced the line | Filled by the compare |
| Tax Zone, Tax Group | Tax on the line | |
| Account | The account the line is charged to | Required |
| Required Date, Promise Date and times | When it is needed | Not before the Posting Date |
| Special Indicator | A special kind of line | Shown when the inventory setting asks for special indicators |
| Catch Weight, Catch Weight Unit, Catch Weight Quantity | Goods by weight | Required for a catch-weight item |
| Project, Activity Number, Category | Project costing | |
| Asset, Asset Group, Transaction Type | Fixed asset lines | Asset required unless the line buys a new asset |
| Origin columns, MRP No. | Where the line came from | Filled when copied |
| Line Text | Free text |
What the buttons do
- Copy lines in. The line toolbar copies from Project Estimation, Item Requirement, Plan Order and Material Requirement Planning, each when set up on Purchase Origin. What is copied cannot exceed what is left on the source.
- Accounting and Perform Budget Check show the accounts the lines would be charged to and the budget left for them. Nothing posts.
- Generate Purchase Order (on a saved requisition) makes one purchase order per vendor, site and project, dated today, with the requisition's currency and site, for the quantity not yet ordered.
- Publish to Portal opens a window where you pick vendors per line. Each set of vendors gets a Purchase Quotation with those lines. A line already published is shown locked. The vendors offered depend on Vendor Selection Basis in Vendor Portal Setting: the item's approved vendors, the vendors bought from in the last year, or both.
How to configure it
- Discount columns and Item Variant show when the Procurement and Sourcing Setting asks for them.
- Required Purchase Organization, Required Purchase Team and Required Purchaser on the company make those fields mandatory here.
Scenarios
- The store asks for spare parts. Lines of
ITMwith quantities, site and warehouse; save. The buyer then publishes it for quotations. - A project needs material from its estimate. Pick the Project, copy the lines from Project Estimation, fill Category on each line.
- The vendor is already known. Fill Vendor and Price on the lines, save, then Generate Purchase Order.
What it is connected to
- Procure to pay - the first step of the chain.
- Purchase Quotation - made from it by Publish to Portal, or copied from it.
- Quotation Compare - writes the awarded vendor and price back on its lines.
- Purchase Order - generated from it or copied from it; its status moves from Requisition to Order Partial to Order Completed.
If something looks wrong
- "Purchase Requisition Lines Data cannot be Empty". Add a line.
- "Purchase Organization Cannot be Empty". The company requires a purchase organization on requisitions.
- "Purchase Team Cannot be Empty" or "Purchaser Cannot be Empty". The company has Required Purchase Team or Required Purchaser ticked, but those fields are not on this screen. Untick them on the company, or the requisition cannot be saved.
- "Purchase Requisition Lines - Line ID: 0001 - Quantity cannot be zero". Type a quantity.
- "... - Account cannot be empty". Pick the account.
- "... - Site cannot be empty" / "... - Warehouse cannot be empty". Fill them on the line.
- "Purchase Requition - Line ID: ... - Required date cannot be less than Posting date". Move the line's Required Date.
- "Line ID: ... is duplicated with Line ID: ...". The same source line was copied twice.
- "... cannot exceed Balance Quantity ... in Item Request" or "... in Planned Order". More was copied than is left on the source.
- "Posting Date cannot be changed, already referred in Purchase Order" (or Purchase Quotation), "... cannot be removed. It was already referred in Purchase Order.", "... Purchase No cannot be change ...", "... Site cannot be change ...", "... Warehouse cannot be change ...", "... Project cannot be change ...". An order already took the line; leave it as it is.
- "Line ID: ... Requisition Quantity ... cannot be less than Purchase Order Quantity". You cut the line below what was ordered.
- "Purchase Requisition ... cannot be deleted. Following Purchase Orders has been raised against it". Delete the orders first.
- "Purchase Order Quantity not Available". Everything on the priced lines is already ordered.
- "At least one line with a selected vendor is required." In Publish to Portal, tick at least one vendor on a line not yet published.