Purchase Requisition

Overview

A purchase requisition is a form, that is issued by a user organization requesting the acquisition of material not currently carried in the organization’s stock. In most cases, this purchase requisition is sent to an authorized buyer within the organization. Upon accepting the requisition and verifying that funds are available for the acquisition, the buyer issues a purchase order to a selected supplier or vendor.

Navigation

Purchasing ► Purchase Requisition

Purchase Requisition screen Fields and Tab

Field	Description
Purchasing Plan Detail	Reference to a planned detail that belongs to the latest and approved final Annual Purchasing Plan (Master Plan) for the current fiscal Year.
Requisition Number	Unique identification number of the Purchase Requisition.
Workflow Status	Display only field, shows the current workflow status of Purchase Requisition.
Workflow Process Status	Status of workflow process.
Requisition Date	This field is automatically populated by the system. Default value is current system date.
Fiscal Year	Fiscal Year of the requisition, Default is current FY.
Fiscal Period	Fiscal Period of the requisition, Default is Current Fiscal Period.
Requisition Status	To indicate if the Requisition is open and can be converted to Purchase Order. When a Requisition is fully converted to Purchase Order(s) (i.e. Purchase Orders created and approved for all requisition items) then the status is automatically set to Closed. The Default value is Open.
Posting Status	This field is updated by the system when the voucher is either saved or temp saved.
Not Posted Reason	Users must prove a reason for not posting the voucher when voucher is Temp Saved; the field is cleared automatically when the voucher is completely saved.
Currency	To allow the user to select the Currency of the requisition. Default is Domestic Currency. If the general parameter system Accepts Multi-currency Transactions is False, then this field will be disabled and its value is Domestic Currency.
Exchange Rate	Will show the latest active exchange rate for the selected currency which is linked to Expenditures, users can change the rate if allowed in the Currency Table, otherwise this field will be ‘Display only’ and updated only by the system when the currency is selected. Default is 1 (because default currency is Domestic). If the general parameter System Accepts Multi-currency Transactions is False, and then this field will be disabled.
Is Contract Ammendment	Select this checkbox to define the current Purchase Requisition as a Template for future Purchase Requisitions.
Rollover	To specify whether any outstanding requisition amounts will apply to the new fiscal year once Fiscal Year End procedures have been carried out.
Is Template	Select this checkbox to define the current Purchase Requisition as a Template for future Purchase Requisitions.
Priority	Users can assign a priority from a list ranging from highest to lowest priority.
Delivery Date From	Read Only Attribute, Calculated from the Delivery Drop Date, it would be the lowest delivery date on the drops. Starting Delivery Date of the goods.
Delivery Date To	Read Only Attribute, Calculated from the Delivery Drop Date, it would be the highest delivery date on the drops. Ending Delivery Date of the goods.
Temp Number	Serial, system generated number created when a Purchase Requisition is Temp Saved.
Goods/ Services Domestic Amount	System calculated values, based on the total Domestic amounts of all the Goods/Services in the Purchase Requisition.
Goods/ Services Foreign Amount	System calculated values, based on the total Foreign amounts of all the Goods/Services in the Purchase Requisition.
Domestic Tax Amount	System calculated values, from the respective values of the Purchase Requisition Items.
Foreign Tax Amount	System calculated values, from the respective values of the Purchase Requisition Items.
Total Domestic Amount	System calculated values from the Domestic amounts plus Taxes, from all Purchase Requisition Items.
Total Foreign Amount	system calculated values from the Foreign amounts plus Taxes, from all Purchase Requisition Items.
Origin	System generated value (Manual, Template, Data Import or Web Service). Default value is Manual.
External Source Voucher	Read-only fields updated by the system if the Voucher Source value is Other External Source.
Source Document Number	Read-only fields updated by system. It shows Source Document number if the voucher source value is Other External Source.
Batch Number	Read-only fields show Batch number for imported requisition.
Create Commitment	Indicate if the system will automatically create a commitment when the current Requisition is approved. This field will be Display only if the parameter allow creating Requisitions without Commitments is False. Default value is checked (True).
Commitment	The system will automatically assign a Commitment ID when the Committed attribute is True. The system provides a hyperlink to drill down to the relevant Commitment. Once clicked by users the system will open new screen with the information of the relevant Commitment.
Purchase Vehicle	This attribute will be selected by users to define the type of requisition and Purchase Requisition and their relevant rules.
Purchasing Office	ID of the Purchasing Office. It is the Institution that process the Purchase Requisition and follows it up.
Ship To	System will default this value if available based on attribute 'Receiving Location' of Institution screen. According to value of 'Purchasing Office' selected by users. Users can change it, however user can only select Institutions where attribute 'Is receiving location' is True.
Invoice To	System will default this value if available based on attribute 'Invoice to Office' attribute of Institution screen. According to value of 'Purchasing Office' attribute selected by users. Users can change it, however user can only select Institutions where attribute 'Can be office to be invoiced' is True.
Inspected At	System will default this value if available based on attribute 'Inspection Location' of Institution screen. According to value of 'Purchasing Office' attribute selected by users. Users can change it, however users can only select Institutions where attribute 'Is inspection location' is True.
Requester	ID of the Requester. It is the office that requires the goods or creates the Requisition.
Project	This attribute will be selected by the user to define the project that the purchase belongs.
Buyer	ID of the Buyer assigned to process the Purchase Requisition. The Buyer is the authorized employed for purchasing Goods or Services on behalf the Institution. If the Restrict Buyer to Institutions parameter is True, then the system will allow only IDs from Buyers who are related with the IDs of requesting Institutions.
Buyer Acknowledged	Calculated/Updated Display Only Field. Will be updated by the system when the buyer acknowledges the requisition in the workflow, default is Unchecked (False)
Acknowledgment Date	Calculated/Updated Display Only Field. Will be updated only by the system when the buyer acknowledges the Req., default is Blank.
Credit Card Buy	Used when the Purchase Requisition needs to be paid using a credit card. This field will be disabled if the attribute Purchasing Vehicle Credit Card Allowed is false in the “Purchasing Vehicle” entity.
Credit Card Number	Number of the Credit Card that will be used to pay the current purchase, this attribute will be disabled if the 'Credit Card Buy' attribute is False.
Created By	Refers to the User who created the requisition.
Creation Date	Creation date of the requisition.
Approved By	Refers to the User who approved the created Requisition.
Approval Date	The date when the Purchase Requisition was approved.
Purchasing Vehicle Usage Justification	Usage justification of the user selected purchasing vehicle.
Estimated Acquisition Date	Indicates the estimated date when goods/services will be required to be bought by the institution.
Language	Users can select Language of the Purchase Requisition from Dropdown list.
Description	Purchase Requisition purpose description, or if required, contextual information supporting a Purchasing policy exception, assuming that a future audit may occur.
Template Name	Purchase Requisition Template name.
Suggestion	Free Text attribute to allow users to enter any specific suggestions related to the Requisition.
Special Instruction	Free Text attribute to allow users to enter any Special Instructions related to the Requisition.
Sole Source Justification	Criteria justifying the selection of a Sole Source Supplier (i.e., Open Purchase Order, etc.).
Purchase Requisition Items Tab	Section for defining the Purchase Requisition Items. Each Item must break down into Drops.
Clauses Tab	For some Purchase Requisitions, users may wish to attach one or several standard legal clauses / discharge of responsibility.
Suggested Vendors Tab	Collection of 0 to many suggested vendors for the Requisition.
Attachments Tab	It allows attaching files that the Institution may consider relevant for supporting the Purchase Requisition (for instance, associated contracts, law requirements, order management, etc.). Each file may have a Title, Description, Date, User, and document Language (see details in document “How to Perform Common Tasks”).

Purchase Requisition Item

Overview

A Purchase Requisition is composed of Purchase Requisition Items. Each Item may refer to a Good or a Service.

Purchase Requisition Item Screen Fields and Tab

Field	Description
Item Number	Read only value. Serial, system generated number starting with 1 for each Purchase Requisition Item.
Status	Read only value. Shows if the Purchase Requisition Item is open and can be converted into a Purchase Order. Possible values: Open/Closed. Default value is Open.
Item	Users must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated into the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Item Category	To specify the category of the item. This field will be ‘Display Only’ if Catalogue ID is selected.
Unit of Measure	Refers to the Unit of Measure of the item. This field will be defaulted if Catalogue ID is selected. Users can change it.
Unit Price Dc	Domestic Price per unit of the Item. If users enter the Foreign Unit Price, this field will be Calculated/Updated Read Only Field, and will get updated by the system using the currency rate defined.
Unit Price Fc	Foreign Price per unit of the Item.
Quantity	Refers to the quantity of the Requisition Item.
Assign Quantity	This is read only field, automatically populated by the system.
Estimated Price Dc	Total Domestic price (Domestic Unit Price x Quantity), system calculated value.
Estimated Price Fc	Total Foreign price (Foreign Unit Price x Quantity), system calculated value.
Tax Amount Domestic	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Foreign	Displays the calculated Foreign Tax amount as defined in Tax Information
Net Amount Domestic	Calculated field, shows the net amount for the Item in domestic currency.
Net Amount Foreign	Calculated field, shows the net amount for the Item in foreign currency.
Price Tolerance	Tolerance Percentage for Price.
Quantity Tolerance	Tolerance Percentage for Quantity.
Coding Block	Ledger Coding Block. Search function to the COA Group with attribute 'Budget Execution' equal to 'True' and to the Imposed Segment.The system will lookup for this code.
Language	Users can select the country specific language of the Description from dropdown list.
Description	Description of the Item.
Purchase Requisition Drops Tab	This section defines the Purchase Requisition Item Drops.
Pictures Tab	Collection of zero or more images. The system allows BMP, GIF and JPG data files, and it will display the image of the first file.
Attachments Tab	Collection of zero or more attached files that can be used as supporting documentation for the Purchase Requisition Item.

Purchase Requisition Drop

Overview

The objective of this tab is to define the Purchase Requisition Item Drops.

Purchase Requisition Drop Screen Fields and Tab

Field	Description
Drop Number	Read Only Field, Auto-generated Serial Number starts with 1 for each Requisition Item.
Status	Automatically assigned by the system. Possible Values: Open/Closed. Default value is Open. It shows if the Item Drop is open and can be converted to a Purchase Order.
Fiscal Year	Fiscal Year of the requisition, Default is current Fiscal Year.
Fiscal Period	Fiscal Period of the requisition, Default is current Fiscal Period.
Delivery Date From	Starting delivery date of the drop.
Delivery Date To	Ending delivery date of the drop.
Quantity	Refers to the quantity of the Requisition Item Drop.
PO Assign Quantity	Read Only for the user, automatically populated by the system. Default value is Zero. It contains accumulated quantity already assigned in PO item drops (notice that more than one PO item drop could have been referenced to this PR item drop).
PD Assign Quantity	Read Only for the user, automatically populated by the system. Default value is Zero. It contains accumulated quantity already assigned in PD(Procurement Document) item.(Notice that more than one PD item could have been referenced to this PR item).
Amount Dc	Refers to Domestic Unit Price (from the relevant Item) X Quantity of the Drop.
Amount Fc	Refers to Foreign Unit Price (from the relevant Item) X Quantity of the Drop.
Tax Amount Dc	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Fc	Displays the calculated Foreign Tax amount as defined in Tax Information.
Total Amount Dc	Refers to Amount Dc + Tax Amount Dc.
Total Amount Fc	Refers to Amount Fc + Tax Amount Fc.
Receive Location	User can enter the code of the Institution and also look up with search criteria is needed, which is the location to receive the item.
Tax Information Tab	For Items ordered in Domestic Currency, the user can define the applicable Taxes to individual Drops by this Tab.
Attachments Tab	Collection of zero or more attached files that can be used as support documentation for the Purchase Requisition Drop.

Tax Information

Overview

For Items ordered in Domestic Currency, the user can define the applicable Taxes to individual Drops. To do this, activate the Tax Information Tab and create the Tax Information elements that apply. The system will calculate the appropriate total Tax for each Drop, based in the Tax rates defined and it will display the totals in the fields Tax Amount Dc and/or Tax Amount Fc, localized in the Purchase Requisition Drop screen.

Tax Information Screen Fields

Field	Description
Serial Number	Auto-generated Serial Number starts with 1 for every new Requisition Drop.
Tax	Id of respective Tax.
Price Includes Tax	It indicate whether the amount includes tax or not.
Tax Percentage	Tax Percentage of the Tax.
Added/ Deducted	This field indicates if the tax amount is added to the goods price or deducted from it.
Tax Domestic Amount	Shows the Tax domestic amount, calculated by the system.
Tax Foreign Amount	Shows the Tax foreign amount calculated by the system.

Attachments

Overview

System allows to attach files to support the purchase requisition process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Language for the title and description.
Title	Title of the Attachments.
Descrption	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Data Type	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing requisition process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Pictures

Overview

Application allows to upload zero or more pictures to support purchase requisition process. The system must display the first picture and allow files of type (BMP, GIF and JPG).

Pictures screen Fields

Filed	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachemnt Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting pictures. File type can be: BMP, GIF and JPG etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Clauses

Overview

This tab helps to attach pre-created purchase clauses to purchase requisition.

Clauses Screen Fields

Field	Description
Serial Number	Calculated/Updated Display Only Field, auto-generated Serial Number starts with 1 for each Purchase Order.
Purchasing Clause	The system will provide a list of Active Clauses defined in the Purchasing Clauses Entity. The system will display the Clause Description once the ID is selected.
Show Order	To define the sorting of the selected Clause as to be printed in the Purchase Order. Default is Serial Number.

Suggested Vendor

Overview

Suggested Vendor tab allows to insert one or more suggested vendor for Purchesing process.

Suggested Vendor screen Fields

Field	Description
Priority	To define the priority of the selected vendor, accepted values 1 to 10, default value is 1.
Vendor	Field contains Vendor Code. The system should provide a lookup form to allow the user to search for a vendor using different criteria.
Language	Language of the Suggested Vendor.
Justification	To allow the user to justify why the selected vendor is suggested.

Attachments

Overview

System allows to attach files to support the purchasing process.

Attachment screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.