Purchase Requisition

Purchase | Import Purchase Order | Purchase Order | Purchase Receipt

Purchase Requisition

This module allows the user to create a document to create an order request on their company.

Requirements before using Purchase Requisition

• The user should setup the following Maintenance Module in order to proceed on using the Purchase Requisition
  1. Item Master
  2. Users

Purchase Requisition Status

Purchase Requisition Record Status

Status	Description
DRAFT	Purchase Requisition is created but not used
PARTIAL	Purchase Requisition items are partially used in Purchase Order
COMPLETED	Purchase Requisition items are all used in Purchase Order
EXPIRED	Purchase Requisition is past its due date
CANCELLED	Purchase Requisition is Cancelled

Purchase Requisition List

Adding Purchase Requisition

1. Click Purchase Requisition under Purchase Menu
2. Under Purchase Requisition, Click Add Purchase Requisition
3. Fill out the necessary fields in the header section
4. Fill out the necessary fields in the item section then Click Save. Note: Fields with * are require fields

Adding Purchase Requisition Information

Field	Description	Allowed Inputs	Input Restrictions	Character Limit	Required Field?
1.Requestor	•User that request for the items to be purchased	•User List provided in the Users Maintenance Module	N/A	N/A	Yes
2.Department	•Reference number of the Invoice Transaction	•Alphanumeric •Special Characters	None	100	No
3.Transaction Date	•Due date of the Sales Invoice	•Date Picker provided by system	N/A	N/A	Yes
4.Date Needed	•Date when the request items are needed	•Date Picker provided by system	N/A	N/A	Yes
5.Expiration Date	•Other Remarks for the transaction	•Date Picker provided by system	N/A	N/A	Yes
6.Notes	•Other remarks for the transaction	•Alphanumeric •Special Characters	None	300	No
7.Item	•Item list to be requested on the transaction	•Item List Provided in the Item Master Maintenance Module	N/A	N/A	Yes
8.Description	•Description of the Item	•Alphanumeric •Special Characters	N/A	250	No
9.Quantity	•Quantity of Items	•Numeric	Any inputs except numbers	20	Yes
10.UOM(Unit of Measure)	•Unit of Measure of an Item	•Unit of Measure assigned to an Item under Item Master Maintenance Module	N/A	N/A	N/A

Notes:

• Requestor should be on ACTIVE status when using it upon creating or editing a transaction.
  • Requestor can be seen on Users Maintenance Module.
• Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Item Master Maintenance Module.

Viewing Purchase Requisition

1. Click Purchase Requisition under Purchase Menu
2. Select a Purchase Requisition record that needs to view its details. Click the drop-down arrow then click View.
3. The user has an option to edit the Purchase Requisition record upon viewing it.

Editing Purchase Requisition

1. Click Purchase then click Purchase Requisition
2. Select the Purchase Requisition that needs an update. Click the Drop-down Arrow then press Edit.
3. Update the necessary information then click Save.

Editing Purchase Requisition Information

Field	Description	Allowed Inputs	Input Restrictions	Character Limit	Required Field?
1.Requestor	•User that request for the items to be purchased	•User List provided in the Users Maintenance Module	N/A	N/A	Yes
2.Department	•Reference number of the Invoice Transaction	•Alphanumeric •Special Characters	None	100	No
3.Transaction Date	•Due date of the Sales Invoice	•Date Picker provided by system	N/A	N/A	Yes
4.Date Needed	•Date when the request items are needed	•Date Picker provided by system	N/A	N/A	Yes
5.Expiration Date	•Other Remarks for the transaction	•Date Picker provided by system	N/A	N/A	Yes
6.Notes	•Other remarks for the transaction	•Alphanumeric •Special Character	None	300	No
7.Item	•Item list to be requested on the transaction	•Item List Provided in the Item Master Maintenance Module	N/A	N/A	Yes
8.Description	•Description of the Item	•Alphanumeric •Special Characters	N/A	250	No
9.Quantity	•Quantity of Items	•Numeric	Any inputs except numbers	20	Yes
10.UOM(Unit of Measure)	•Unit of Measure of an Item	•Unit of Measure assigned to an Item under Item Master Maintenance Module	N/A	N/A	N/A

Notes:

• The user can only edit the Purchase Requisition Entry if the record is on DRAFT status.

• Requestor should be on ACTIVE status when using it upon creating or editing a transaction.
  • Requestor can be seen on Users Maintenance Module.

• Items should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Item Master Maintenance Module.
  • Past Transactions with INACTIVE item prior to its deactivation can still be used.

Printing Purchase Requisition Record

1. Click Purchase Requisition under Purchase Menu
2. Under Purchase Requisition Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print.

Exporting Purchase Requisition

1. Click Purchase then click Purchase Requisition.
2. Click Options then Click Export Purchase Requisition. Take note that you can also filter its date range and customer for precise exporting of data.

Cancelling Purchase Requisition Record

Purchase Requisition can be canceled in two ways:

• Using drop-down arrow of a record can be used in single record cancellation

• Using Cancel Button for cancelling multiple records

Purchase Requisition Record Options

Purchase Requisition Status Action List

Status	Available Action Buttons
	View	Edit	Print	Cancel
DRAFT	✓	✓	✓	✓
PARTIAL	✓		✓
CANCELLED	✓		✓
COMPLETED	✓		✓
EXPIRED	✓		✓

Notes:

• The user can only cancel and edit the record if the Transaction is still on PENDING status.
• The user may edit the record under view as long as the Purchase Requisition is still on PENDING status.