Goods/Services Requests

Overview

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are  required. The registry process will provide a helpful feature based on souring packages which are predefined sets of Inventory Items (this is applicable only for Inventory type Goods) with  predefined specific quantities. The Asset and Inventory Departments will be responsible for identifying the warehouse suppliers based on suggested warehouses provided by the system.  Finally the warehouses will be responsible of the delivery process made through a 'Dispatch Order'.  Each requested Item will have an individual progress of the supply process, meaning that partial delivery of Goods/Services Requests is allowed, updating the Good and Services Request status to 'Delivered' when all its related items have been fully delivered to the Institution Unit.

When there is no availability of the items requested (in the case of goods)  or for the case of Replenishment Requests (from a particular Warehouse), the system will mark those items as candidates for a Purchase Requisition, and once this PR has been issued by the Purchasing Department Responsible (initially this will be generating the PR to the FA Classic Application), the system will update via webservice the PR number as a reference to the Goods/Services Request Item, and this will be link between AA and FA.

 

Navigation

Assets ► Goods/Services Requests

 

Goods/ Services Request screen Fields and Tabs

Field

Description

ID

 Unique identification code, manually entered by users or automatically generated based on parameters.

Created On

 The date the Request was made.

Is Replenishment Request

 This is for viewing purposes only. The checkbox will be checked only if a goods/service request is generated from the Replenishment Request Process.

Request Status

 This will be automatically generated depending on the workflow of the Goods/Service Request. The available statuses are- 'Registered', 'Requested for Approval', 'Approved', 'and In Supply Process ‘,’ Cancelled and Delivered’. By Default - the status 'Registered' will appear.

Registered By

 This field is automatically populated by the system and is for viewing purposes only. It represents the employee who is registering this G/S Request.

Request Institution Unit

 This is the institution unit that requires the goods/services.

Priority

 This field can take one of the following values- 'Low', 'Medium' and 'High'. By Default - 'Medium' will be displayed.

Minimum Required Date

 The minimum required date to receive the goods/services. If this field is left blank, that means that there is no minimum required date to receive the goods. 

Maximum Required Date

 The maximum required date to receive the goods/services.

Subtotal Cost

 This is for viewing purposes only and is automatically calculated by the system. This is the summary of all G/S Request Items Costs * Item Quantity.

Tax Amount

 This is for viewing purposes only and is automatically calculated by the system. The summary of all taxes from the G/S Request Items. This value will be defaulted to zero if no taxes have been specified.

Reception of Goods Responsible

 Indicates the person who is responsible for the reception of goods.

Request Group Reference

 This is the G/S Request Group associated to this G/S Request; a material request group is required when custom domain type attributes related to a G/S Request are needed or a special classification criterion is required for different G/S Requisition needs.

Language

 Country Specific Language that is being used to register the abbreviation, description and remarks.

Abbreviation

 A brief description of the goods and services.

Description

 The intended objective or destination for the goods/services that are being required.

Remarks

 Additional information related to this G/S Request.

Attachments Tab

 This Tab is used to add relevant attachments (e.g. documents related to a good or service) to the good/service request.

Additional Information Tab

 This Tab is used to view additional information regarding the good/service request If users selects ReqGroup or Ftes in Request Group Reference fields then “Additional information” Tab is active.

Request Sourcing Packages Tab

 This Tab is used to add a sourcing package to the request.

Request Items Tab

 Mandatory field used to add the item(s) that are being requested.

 

Approve Goods/Services Request

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are  required.

Navigation

You should be in Search Mode.

1.   If you know the ID or other attribute, enter the information in the appropriate field. If you want to see a list of all Goods/Service Requests, leave fields blank.

2.   Click on the Find icon . (Goods/Service Requests list will appear)

3.   Click on the Goods/Service Request you want to approve. You will then be in View Mode.

4.  Select ‘Approve’ from the drop down list next to the Transition field.

 5. Add the following description in the Step Note: ‘Goods/Service Request Approved’in the Transition window.

 6. Click on the Finish icon.

 7. A window will be displayed confirming the Goods/Service Request workflow transition was executed.

 8. At this point the Request status is automatically set to ‘Approved’.

Create a Goods/Services Request

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are required.

To CREATE, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon   (you will then be in Insert Mode).

2. Enter the Goods/Services Request information. Fields with an asterisk  are mandatory fields.

3. ID: This is a unique identifier generated by the system.

4. Created On: The date the Request was made

5. is Replenishment Request: This is for viewing purposes only. The checkbox will be checked only if a goods/service request is generated from the Replenishment Request Process.

6. Request Status: This will be automatically generated depending on the workflow of the Goods/Service Request. The available statuses are: 'Registered', 'Requested for Approval', 'Approved', 'In Supply Process', 'Cancelled' and 'Delivered'. By Default - the status 'Registered' will appear.

7. Registered By: This field is automatically populated by the system and is for viewing purposes only. It represents the employee who is registering this G/S Request.

8. To enter the Request Institution Unit, click on the Lookup icon , click on the Find icon  to retrieve the Request Institution Unit list, then select the Request Institution Unit.

  • Request Institution Unit: This is the institution unit that requires the goods/services.

9. Choose Priority from the Drop Down Menu.

  • Priority: This field can take one of the following values: 'Low', 'Medium' and 'High'. By Default - 'Medium' will be displayed.

10. Select the Minimum Required Date and the Maximum Required Date from the Calendar icon, if required.

  • Minimum Required Date: The minimum required date to receive the goods/services. If this field is left blank, that means that there is no minimum required date to receive the goods. 
  • Maximum Required Date: The maximum required date to receive the goods/services.

11. Subtotal: This is for viewing purposes only and is automatically calculated by the system. This is the summary of all G/S Request Items Costs * Item Quantity.

12. Tax Amount: This is for viewing purposes only and is automatically calculated by the system. The summary of all taxes from the G/S Request Items. This value will be defaulted to zero if no taxes have been specified.

13. To enter the Reception of Goods Responsible, click on the Lookup icon , click on the Find icon  to retrieve the Reception of Goods Responsible list, then select the Reception of Goods Responsible.

14. Choose Request Group Reference and Language from the Drop Down Menu if required.

  • Request Group Reference: This is the G/S Request Group associated to this G/S Request; a material request group is required when custom domain type attributes related to a G/S Request are needed or a special classification criterion is required for different G/S Requisition needs. 
  • Language: Chose Language as chosen.

15. Enter the Abbreviation, Description and Remarks as required.

  • Abbreviation: A brief description of the goods and services.
  • Description: The intended objective or destination for the goods/services that are being required.
  • Remarks: Additional information related to this G/S Request.

 

To ADD an Attachment:

Click on the Attachment tab,,Attachment New icon and enter the new Attachment (refer to Attachments for more information).

To ADD a Request Sourcing Package:

Click on the Request Sourcing Package tab,,Request Sourcing Package New icon and enter the new Request Sourcing Package (refer to Request Sourcing Package for more information).

To ADD a Request Item:

Click on the Request Items tab,,Request Items New icon and enter the new Request Item (refer to Request Item for more information).

 

1. Click the individual Select Checkbox(es), under the required tabs to select and de-select the created or retrieved information, or click the Select All icon  or Unselect All  icon, to select or de-select all the created or retrieved information, if required.

2. Click the Remove icon to remove the selected created or retrieved information, if required.

3. Repeat steps 1 to 3 as required for each tab.

Click on the Save icon  at the bottom to save your new Goods/Services Request information.  A window will appear to confirm the new Goods/Services Request creation.  Click OK to confirm.  

Request Items

Navigation (From  click the New icon under )

Create a Request Item

Navigation (From  click the New icon under )

1. Enter the new Request Item information.  Fields with an asterisk  are mandatory fields.

2. To enter the Request Item, click on the Lookup icon ,  click on Find icon  to retrieve the Request Item list, then select the appropriate Request Item.

3. Enter the Required Quantity, Adjusted Quantity and Unit Cost if required.

  • Required Quantity: This value can be either entered manually or generated automatically by the system. If generated by the system, the value can not be modified.
  • Adjusted Quantity: This value specifies a positive or negative quantity over the Required Quantity.  The Quantity can only be changed by those who are responsible for inventory.
  • Unit Cost: By Default - the value is zero. Unit Cost can be an estimated cost. The system will later update the unit cost to a recorded value associated with the costing method used.

4. Choose the Supply Status and Unit of Measure from the Drop Down Menu if required.

  • Supply Status: The available supply statuses are: 'Not assigned', 'Reserved', 'Item Supplied', 'Requested in a PR', 'Supplier Not Available', 'On Hold for PR'. By Default - 'Not assigned' will be displayed in the drop down menu.
  • Unit of Measure: Assign a measurement unit to the goods/service being requested.

5. Enter the Requisition and choose the Language from the Drop Down Menu, if required.

  • Requisition: This is the reference to a Purchase Requisition that was generated in order to supply this G/S Request Item
  • Language:  Language as chosen

6. Enter the Description and Remarks if required.

  • Description: The intended objective of the goods/services that are being required.
  • Remarks: Additional information related to this G/S Request item.

 To ADD an Attachment:

7. Click on the Attachment tab,,Attachment New icon and enter the new Attachment (refer to Attachments for more information).

To ADD Applicable Tax:

8. Click on the Applicable Tax tab,,Applicable Tax New icon and enter the new Applicable Tax (refer to Applicable Tax for more information).  

To ADD a Custody Transaction Asset:

9. Click on the Custody Transaction Asset tab,,click on the Lookup icon ,  click on Find icon  to retrieve the Custody Transaction Asset list, then select the appropriate Custody Transaction Asset.    

10. Click on the Save and Return icon to save the Request Item information and return to the Goods/Services Requests screen, or click on the Discard icon  to discard the Request Item entry and return to the Goods/Services Requests screen.

Applicable Taxes

1. Enter the new Request Item Tax information.  Fields with an asterisk  are mandatory fields.

2. To enter the Request Item Tax, if required, click on the Lookup icon ,  click on Find icon  to retrieve the Request Item Tax list, then select the appropriate Request Item Tax.

  • Request Item Tax: The tax associated for the G/S Request Item, by default taxes will be populated based on Catalogue Item Predefined Tax Information.

3. Enter the Percentage if required.

  • Percentage: This field will display the percentage value of the Request Item Tax. The value can be changed if required.

4. Click on the Save and Return icon  to save the Goods/Services Request Item Tax information and return to the Goods/Services Request Item screen, or click on the Discard icon  to discard the Goods/Services Request Item Tax entry and return to the Goods/Services Request Item screen.

Request Sourcing Packages

Navigation (From  click the New icon under )

Create a Request Sourcing Package

Navigation (From  click the New icon under )

1. Enter the new Sourcing Package information.  Fields with an asterisk  are mandatory fields.

2. To enter the Sourcing Package, click on the Lookup icon ,  click on Find icon  to retrieve the Sourcing Package list, then select the appropriate Sourcing Package.

  • Sourcing Package: This field represents the different sourcing packages associated to a Goods/Services Request. Sourcing Packages are predefined item/quantity for a specific activity or destination, e.g. Training Courses.

3. Enter the Quantity: Number of Sourcing Packages required.

4. Click on the Save and Return icon to save the Sourcing Package information and return to the Goods/Services Requests screen, or click on the Discard icon  to discard the Sourcing Package entry and return to the Goods/Services Requests screen.

Delete a Goods/Services Request

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are required.

To DELETE, follow the steps below:

Navigation

By default, you will be in Search Mode.

  1. Find the Employee you want to Delete
  • Enter the information to be used as retrieval criteria in the appropriate field(s).  If you prefer to see all Goods/Service Requests, leave all fields blank.
  • Click Find
  • Select the Goods/Service Request you want to Delete
  1. Click on the Delete icon
  2. A window will appear asking you to confirm                                                                                                                                                                                                                                                                                                                                                                                                                                                           
  3. Click OK to confirm and delete the Goods/Service Request.
  4. A window will be displayed confirming the Goods/Service Request has been deleted                                                                                                                                                                            
     

To Verify that the Goods/Service Request has been Deleted:

  1. Click on the Search icon
  2. Enter the Goods/Service Request information
  3. Click on the Find icon
  4. The window will appear

Modify a Goods/Services Request

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are required.

To MODIFY, follow the steps below:

Navigation

By default, you will be in Search Mode.

  1. Enter the information to be used as retrieval criteria in the appropriate field(s).  If you prefer to see a list of all Goods/Services Requests, leave all fields blank.
  2. Click on the Find icon . 
  3. Click on the Goods/Services Request you want to modify.
    You will then be in Update/Delete Mode.
  4. Make the necessary modifications.  To add or remove any created or retrieved information under the Tabs, refer to the associated link of the created or retrieved information in Create a Goods/Services Request. 
  5. Click on the Update icon  at the bottom of the screen to save your modifications. A window will appear to confirm the modification. Click OK to confirm. 

Reject Goods/Service Request

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are  required.

Navigation

To REJECT a Goods/Service Request, follow the steps below:

You should be in Search Mode.

1.   If you know the ID or other attribute, enter the information in the appropriate field. If you want to see a list of all Goods/Service Requests,l eave fields blank.

2.   Click on the Find icon . (Goods/Service Requests list will appear)

3.   Click on the Goods/Service Request you want to approve. You will then be in View Mode.

4.  Select ‘Reject’ from the drop down list next to the Transition field.

 5. Add the following description in the Step Note: ‘Goods/Service Request Rejected’ in the Transition window.

 6. Click on the Finish icon.

Search Goods/Services Request

This section is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are  required.

Navigation

By default, you will be in Search Mode.

1.   If you know the ID, enter the information in the appropriate field.  If you want to see a list of all Goods/Service Requests, leave fields blank.

2.   Click on the Find icon . 

3.   Goods/Service Requests list will be displayed.

4.   Click on the Goods/Service Request you would like to view.