Creating and Approving a Purchase Order Requisition

You can manually create a PO requisition, or the requisition can be created by cross-referencing from a customer order, transfer order, BOM, or job. A planned order can also be firmed into a PO requisition.

Manually Creating a PO Requisition

1. On the Purchase Order Requisitions form, select Actions > New to add a purchase order requisition header.

2. Enter data in the following fields:

   • Requisition - Enter the requisition number or accept the default provided when you save the record.
   • Date - Enter a date or accept the default of today's date.
   • Status - Leave the status as Requested.
   • Requester - Select the name of the person requesting the items to be requisitioned, or accept the default of your user name.
   • Approver - Select the name of the person who approves the PO requisition. (This is provided as information and is not verified when the requisition is approved.)
   • Warehouse - Select the warehouse where the purchased goods should be delivered, or accept the default.
3. Save the record.
4. Click the Lines button to open the Purchase Order Requisition Lines form.
5. To enter a line on the Purchase Order Requisition Lines form, select Actions > New.

6. Enter data in the following fields:

   • Item - Select or enter an item number. (The item does not have to be listed in the Items form. You can create a PO requisition for non-inventoried items.)

   • Due Date - Select the date by which the item should be received.

     NOTE: If you change the date to a new due date and the vendor contract pricing method is based on the Purchase Order Due Date, a message displays stating that changing the due date impacts the cost and asks if you want to recalculate the cost.

   • Requisition Code - Select a code that describes the reason for the requisition.
   • Warehouse - Select the warehouse where the purchased goods should be delivered, or accept the default.
   • Ordered - Enter the quantity of the item to order, and the unit of measure, if not defaulted.
   • Other information - The tabs in the lower part of the form contain information such as the G/L account number, the buyer, the vendor number (which populates automatically if a vendor-item cross-reference exists), and the planned unit cost. In addition, the Origin Ref field references the origin of this requisition.
7. Save the line record and add other lines as needed.

Creating a PO Requisition through a Cross Reference

You can use the Source button on many forms (including Customer Order Lines, Customer Order Blanket Releases, Estimated Materials, Estimate Project Resources, Job Materials, Project Resources, and Transfer Order Lines) to create a purchase order requisition. The general process for this is as follows.

NOTE: See Cross-Referencing a PO Requisition to a Transfer Order for separate instructions for transfer orders.

1. Add a new record on the appropriate lines form (such as Customer Order Lines).
2. Select or enter a line item.
3. Select Requisition in the Reference (also known as Ref or Ref Type) field. If this item's record on the Items form has the Stocked check box cleared and the Source Code set to Purchased, "Requisition" is automatically selected.
4. If you want to cross-reference the demand order to an existing PO requisition, enter the requisition number in the unlabeled field next to the reference field and enter the requisition line number in the second unlabeled field.
5. Save the record.
6. Click the Source button to create the requisition. The message, "Cross-reference will be performed from the [demand type] to PO Requisition" displays.
7. Click OK. The new requisition number and line display in the unlabeled reference fields.
8. If needed, click the Source button a second time to open the new line in the Purchase Order Requisition Lines form. You can modify the requisition as needed.

Approving the Requisition Lines

Once a Purchase Order Requisition Line has been saved, a user with the proper authorization levels (usually set using the default group Purchase Requisitions Approval) can open the PO Requisition Line record and change the status to "Approved." The approver's PO Req Limit and PO Req Line Limit (on the Users form) must be large enough to include the amount of this requisition line.

A user with the proper authorization levels can also use the Change PO Requisition Line Status utility to change the status to Approved, Disapproved, and so on.

Converting the PO Requisition to a Purchase Order

Use the Convert PO Requisition activity to create PO line items from PO requisition lines that have been approved.

Related Topics

Purchasing Overview

Purchasing Steps

Change PO Requisition Line Status

Convert PO Requisition

Firming Planned Orders into a Purchase Requisition

Purchasing Parameters