Create a New Purchase Requisition

Sage ERP Accpac Purchase Orders 6.0

Create a New Purchase Requisition

Overview

Requisitions are optional in Purchase Orders. You can enter purchase orders with or without requisition numbers.

If you use requisitions, Purchase Orders provides you with a requisition approval system to enforce purchase approvals. For more information, see requiring approval for requisitions.

You can enter requisitions without specifying a vendor, and you can enter requisitions that include items from several vendors.

You can change requisitions and individual requisition detail lines until they are completed. When you post a purchase order that uses a requisition detail, the detail is completed, regardless of the quantity that was ordered.

About requisition approval

Requisition approval is based on the Requisitions Manual Approval security right which you can assign to users in the Security Group form in Administrative Services.

You must also choose the Require Approval option in the P/O Options form.

If your security group is assigned the security right to approve requisitions, all requisitions that you post are automatically approved, and your User ID appears in the Approver Name field after posting.
If your security group is not assigned the security right to approve requisitions, all requisitions that you post are automatically put on hold, and the Approval Status field will display "Entered" until the requisition is posted by a user with approval rights.

The approver will have to open the requisition, remove the on-hold status, and then post the requisition.

To create a new requisition:

Open Purchase Orders > P/O Transactions > Requisition Entry.

Click here for help on Requisition Entry fields.

Press the Tab key to accept *** NEW *** as the number in the Requisition Number field.

Purchase Orders will assign a requisition number when you post the requisition.

If you do not want Purchase Orders to assign the number automatically, you can type the new number yourself, and then press the Tab key.

Type the Vendor number or select it from the Finder.

You can skip the vendor number and enter a vendor name—such as for a new vendor—or you can skip the vendor fields entirely.

You can also click the New button to add a new vendor record in Accounts Payable.

Enter a requisition date, a date required, and an expiration date.

If it has not been completed, this requisition will be deleted when you run Day End Processing on the expiration date.

Choose whether this requisition is on hold.

Note: You cannot create purchase orders from on-hold requisitions.

If you are approving a requisition that was previously entered:

You must have requisition approval security rights.
You must log on with your own ID.
You must remove the On Hold status from the requisition, and then post it.

Choose the Job Related option if you use the Project and Job Costing module and this requisition is for a job.

If the purchase requisition is job-related, all items must be for particular contracts, projects and categories in Project and Job Costing.

Also, you cannot add serialized items or items assigned to lots to job-related transactions. Instead, you must order them as non-job-related items, receive them into inventory, and then use the Material Usage form in Project and Job Costing to move them from inventory to jobs.

Type the name of the person requesting the order. If you use Sage ERP Accpac Payroll, you can choose the requester from the Finder.
Enter or type the location where you want the goods delivered, and enter a requisition description and reference.
Tab into the detail entry grid (or click the grid) to start entering requisition details. You may have to press the Insert key to start a new line.
If this is a job-related requisition, double-click the Contract field and enter the contract number, or click the Contract column heading to look up contract numbers.

You must also enter or choose the project and category to which you are allocating items.

Double-click the Item Number field and enter an item number.

You can also click the Item Number column heading to look up item numbers. (Using the Finder.)

Note: You can leave the vendor fields blank, and you can specify different vendors on each line. You can create more than one PO from a single requisition.

Use the tab key to move through the columns on the form. Or, you can click the Item/Tax... button or press F9 to display an entry form for adding items.
Some columns may not be displayed. Purchase Orders lets you hide columns and change the column order.
The Location for each line defaults from the Location field in the header fields.
You must enter a Quantity Ordered.
For information on other detail fields, see Requistion Entry fields.

To add optional field information for the requisition, click the Optional Fields tab.
To change currency exchange rates in a multicurrency system, click the Detail button at the bottom to use the Detail Items popup form.
To check the totals for the requisition, click the Totals tab.
Click Post to post the purchase requisition.

Purchase Order Entry lets you print the purchase requisition after posting.

You can also print the purchase requisition separately, from the P/O Forms folder.

Note: If you do not have the security right to approve requisitions, the requisition will be on hold after you post it, and the Approval Status field will display "Entered."