New features added, version 7.5.1, 7.5.2
Program PORE, Requisition Entry/Maintenance, is used to enter and maintain purchase requisitions for both stock and non-stock items.
* The Non-Stock Allowed pop-list in program POPM, PO / Receiving Parameter Maintenance, determines whether non-stock items can be entered in this program.
Purchase requisitions can be entered manually with this program, or they can be generated automatically during the work order release process by program WOAR, Automatic Work Order Release, when a planned order for a Purchase item is processed. Regardless of the source, they are maintained with this program.
Once entered into the system, requisitions can be approved and applied to purchase orders during purchase order entry with program POEM, P.O. Entry/Maintenance. The data contained in a requisition will transfer into the purchase order entry screen, allowing for change or acceptance of each piece of data. This automation greatly accelerates the purchase order entry process.
Requisition numbers can be assigned manually, or the system will assign them automatically. To have the system assign them automatically, the Automatic flag must be set to on and the next requisition number must be entered in program POPM, PO / Receiving Parameter Maintenance.
Preferred Vendors/Automatic Pricing of Requisitions
Two types of requisitions can be entered, material and service.
Material requisitions are for purchase items. In program ICPM, Inventory Planning Data Maintenance, you can identify an item as a purchase item by setting the Make or Buy pop-list to Purchase. Purchase items are generated only during the automatic release of planned orders for these items by program WOAR, Automatic Work Order Release.
Service requisitions are used for routing operations designated as outside service in the routing master records. They are generated during both manual work order release with program WOEM, Work Order Entry/ Maintenance, and automatic release with program WOAR, Automatic Work Order Release, for work orders which contain an outside service operation.
When the requisitions for an Outside Service operation are created, the description fields for the operation are entered as a requisition comment with the type PO, so that the information will be written to the purchase order.
If a preferred vendor is assigned to an item, this vendor will become the "suggested" vendor on all requisitions for the item. Otherwise, the suggested vendor must be entered manually.
* The purpose of designating a suggested vendor is for interface with the quote table. If the suggested vendor/item combination is contained in the quote table, the price and purchase order units will be calculated and inserted into the requisition records. This data can then be transferred to a purchase order, thus saving a great deal of data entry time.
* Preferred vendors are entered for items in program VEPM, Preferred Vendor Maintenance and program ICPM, Inventory Planning Data Maintenance.
The preferred vendor for an item is determined as follows:
* The system first looks for a vendor quote in program VEQM, Vendor Quote Maintenance. If a quote exists, the system will use the quote information on the requisition.
* If no quote exists, the system will look as the plant record for the item on the Plant Tab in program ICPM, Inventory Planning Data Maintenance. If a preferred vendor exists in the plant record, the preferred vendor will be pulled into the requisition, and the unit cost from program ICCM, Inventory Cost Data Maintenance, will be used for the price.
* If no preferred vendor exists on the Plant Tab in program ICPM, Inventory Planning Data Maintenance, the system will look at the enterprise record for the item on the Default ME Tab in program ICPM, Inventory Planning Data Maintenance. If a preferred vendor exists in the enterprise record, the preferred vendor will be pulled into the requisition, and the unit cost from program ICCM, Inventory Cost Data Maintenance, will be used for the price.
* If no preferred vendor exists for the item in program ICPM, Inventory Planning Data Maintenance, the system will not enter a preferred vendor.
* If no unit price can be found for the item in program ICCM, Inventory Cost Data Maintenance, the system will look at the last purchase order or requisition entered for the item, and use that price.
In order to use a requisition line on a purchase order, the requisition line must first be approved. Two programs can be used for this approval, program POQA, Quick Requisition Approval, or program PODA, Detailed Requisition Approval.
The vendor quote table contains the purchase order unit conversion factor. When requisitions are created for an item and a vendor contained in the quote table, the stock units are converted to purchase order units and carried in the requisition detail records. When the requisition is applied to a purchase order, these units are inserted as the purchase order quantity.
1. In the Requested By field, enter the person who requested the requisition.
2. In the Date field, enter the requisition date. The default is the system date.
3. In the Department field, enter the department for which the material or service is requested.
4. Set the Print pop-list to the desired setting.
* Print indicates that the requisition will be included the next time program PORL, Requisition Listing, is run.
* Suppress indicates that the requisition will not be printed with program PORL, Requisition Listing.
* Reprint indicates that the requisition has already been printed with program PORL, Requisition Listing, but that is has been kept in the print file for future printing. You cannot set the Print pop-list to Reprint.
* Printed indicates that the requisitions has been printed and then removed from the print file. It will not print when program PORL, Requisition Listing, is run. You cannot set the Print pop-list to Printed.
5. Press [Commit]. Go to the lower block.
6. In the Item Number field, enter the item that you are requisitioning.
7. In the Purch UM field, enter the desired purchase unit of measure. You can use the list of values to select from the available purchase units of measure.
8. In the Date Req. field, enter the date on which this item is required.
9. In the Purch Qty field, enter the quantity that you are requisitioning in purchase units of measure.
* If you wish to enter the quantities in stock units instead, go to the Stk Qty field, and the conversion to purchase units of measure will be calculated automatically using the UM Conv value.
10. In the Stk UM field, the stock unit of measure for the item is entered automatically.
11. In the UM Conv field, enter the conversion factor by which the purchase order units will be multiplied to equal the stock units. For example, if the stock unit of measure is inches, and the purchase unit of measure is feet, the conversion factor would be 12. If the stock unit of measure is feet and the purchase unit of measure is inches, the conversion factor would be .083333.
12. In the Stock Qty field, if no purchase quantity has been entered, enter the quantity that you are requisitioning in stock units of measure.
* If you wish to enter the quantities in purchase units instead, go to the Purch Qty field, and the conversion to stock units of measure will be calculated automatically using the UM Conv value.
13. In the Est Unit Cost field, you can change the estimated unit cost, if desired.
* For new entries, the type S unit cost from program ICCM, Inventory Cost Data Maintenance, is displayed as the default, but this can be changed.
* The entry in this field is not used by the system for calculating the purchase price.
14. In the Vendor field, enter the suggested vendor for the item.
* If the item has a preferred vendor assigned in program ICPM, Inventory Planning Data Maintenance, it will be entered here automatically.
* If the vendor/item combination has been entered in program VEQM, Vendor Quote Maintenance, the appropriate price and purchase order unit conversion factor will be inserted into the requisitions detail records.
* If multiple quotes exist for this vendor/item combination, you can choose the desired quote with the desired purchase unit of measure from the list of values in the Vendor field or Purch UM field.
15. In the Vendor Item field, if a valid vendor quote exists, the vendor item will be entered and cannot be changed. If a vendor quote does not exist for the item and vendor, you can enter the vendor's item number for this item here.
16. Press [Commit]. Go to page two.
17. In the Vendor No field, if you entered a vendor on page one, it will be displayed here, and can be modified.
18. In the Vendor Item field, if a valid vendor quote exists, the vendor item will be entered and cannot be changed. If a vendor quote does not exist for the item and vendor, you can enter the vendor's item number for this item here.
19. In the GL Account field, enter the general ledger account number associated with the line item. When the requisition line is included on a purchase order, the general ledger account will be written to the purchase order.
* General ledger accounts included on purchase orders are written to the invoice for distribution when the invoice is entered in program APVM, Voucher Entry/Maintenance, as a three way match. For more information, see the documentation on program APVM, Voucher Entry/Maintenance.
20. Set the Matl/Serv pop-list to the desired setting. If the item is being purchased, set the pop-list to material. If the requisition is being requested for a service, set the pop-list to service.
21. In the Proj No field, enter the project number if this requisition is being entered for a project. Only Approved projects can be entered here.
22. In the Proj Line Code field, enter the project line code for which the requisition is being entered, if appropriate. Only purchasing project lines can be entered here.
23. In the Work Order field, enter the work order number for which the item is required, if appropriate.
24. In the Oper field, enter the operation sequence number for which the item is required, if appropriate.
25. In the Sched Due Date field, enter the production due date for which this requisition is being created, if appropriate. This information will transfer to the purchase order when a purchase order is generated from the requisition.
26. In the Lot No field, enter the control number for the item, if appropriate. This information will transfer to the purchase order when a purchase order is generated from the requisition.
27. Press [Commit].