Difference between revisions of "Purchase Requisition"

 
(3 intermediate revisions by the same user not shown)
Line 38: Line 38:
 
=====Adding Purchase Requisition=====
 
=====Adding Purchase Requisition=====
  
#Click Purchase then click [[Purchase Requisition]]
+
#Click [[Purchase Requisition]] under Purchase Menu
#Click '''Add Purchase Requisition''' Button
+
#Under Purchase Requisition, Click Add Purchase Requisition
#Fill up the Purchase Requisition Header Form
+
#Fill out the necessary fields in the header section
#Fill up the Item Form Item Request then Click '''Save'''.
+
#Fill out the necessary fields in the item section then Click Save. Note: Fields with * are require fields
  
 
[[File:Purchase - Purchase Requisition - Add.png|border|center|1500x1500px]]
 
[[File:Purchase - Purchase Requisition - Add.png|border|center|1500x1500px]]
 
<br />
 
<br />
{| class="wikitable" style="margin: auto;"
+
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 
|+Adding Purchase Requisition Information
 
|+Adding Purchase Requisition Information
 
!Field
 
!Field
 
!Description
 
!Description
!Expected Values
+
!Allowed Inputs
 +
!Input Restrictions
 +
!Character Limit
 +
!Required Field?
 
|-
 
|-
 
|1.Requestor
 
|1.Requestor
 
|•User that request for the items to be purchased
 
|•User that request for the items to be purchased
 
|•User List provided in the Users Maintenance Module
 
|•User List provided in the Users Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|2.Department
 
|2.Department
 
|•Reference number of the Invoice Transaction
 
|•Reference number of the Invoice Transaction
|•Text
+
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |100
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|3.Transaction Date
 
|3.Transaction Date
 
|•Due date of the Sales Invoice
 
|•Due date of the Sales Invoice
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|4.Date Needed
 
|4.Date Needed
 
|•Date when the request items are needed
 
|•Date when the request items are needed
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|5.Expiration Date
 
|5.Expiration Date
 
|•Other Remarks for the transaction
 
|•Other Remarks for the transaction
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|6.Notes
 
|6.Notes
 
|•Other remarks for the transaction
 
|•Other remarks for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |300
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|7.[[Item Master|Item]]
 
|7.[[Item Master|Item]]
 
|•Item list to be requested on the transaction
 
|•Item list to be requested on the transaction
 
|•Item List Provided in the Item Master Maintenance Module
 
|•Item List Provided in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|8.Description
 
|8.Description
 
|•Description of the Item
 
|•Description of the Item
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |250
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|9.Quantity
 
|9.Quantity
 
|•Quantity of Items
 
|•Quantity of Items
 
|•Numeric
 
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|10.[[Unit of Measure|UOM]](Unit of Measure)
 
|10.[[Unit of Measure|UOM]](Unit of Measure)
 
|•Unit of Measure of an Item
 
|•Unit of Measure of an Item
 
|•Unit of Measure assigned to an Item under Item Master Maintenance Module
 
|•Unit of Measure assigned to an Item under Item Master Maintenance Module
|}Notes:
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|}
 +
 
 +
 
 +
Notes:
  
 
*Requestor should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
*Requestor should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
Line 99: Line 138:
 
=====Viewing Purchase Requisition=====
 
=====Viewing Purchase Requisition=====
  
#Click Purchase then click [[Purchase Requisition]]
+
#Click [[Purchase Requisition]] under Purchase Menu
 
#Select a Purchase Requisition record that needs to view its details. Click the drop-down arrow then click View.
 
#Select a Purchase Requisition record that needs to view its details. Click the drop-down arrow then click View.
#The user has an option to edit the Purchase Requisition record upon viewing it.  
+
#The user has an option to edit the Purchase Requisition record upon viewing it.
  
 
[[File:Purchase - Purchase Requisition - View.png|border|center|1501x1501px]]
 
[[File:Purchase - Purchase Requisition - View.png|border|center|1501x1501px]]
Line 117: Line 156:
 
!Field
 
!Field
 
!Description
 
!Description
!Expected Values
+
!Allowed Inputs
 +
!Input Restrictions
 +
!Character Limit
 +
!Required Field?
 
|-
 
|-
 
|1.Requestor
 
|1.Requestor
 
|•User that request for the items to be purchased
 
|•User that request for the items to be purchased
 
|•User List provided in the Users Maintenance Module
 
|•User List provided in the Users Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|2.Department
 
|2.Department
 
|•Reference number of the Invoice Transaction
 
|•Reference number of the Invoice Transaction
|•Text
+
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |100
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|3.Transaction Date
 
|3.Transaction Date
 
|•Due date of the Sales Invoice
 
|•Due date of the Sales Invoice
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|4.Date Needed
 
|4.Date Needed
 
|•Date when the request items are needed
 
|•Date when the request items are needed
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|5.Expiration Date
 
|5.Expiration Date
 
|•Other Remarks for the transaction
 
|•Other Remarks for the transaction
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|6.Notes
 
|6.Notes
 
|•Other remarks for the transaction
 
|•Other remarks for the transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Character
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|7.[[Item Master|Item]]
 
|7.[[Item Master|Item]]
 
|•Item list to be requested on the transaction
 
|•Item list to be requested on the transaction
 
|•Item List Provided in the Item Master Maintenance Module
 
|•Item List Provided in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|8.Description
 
|8.Description
 
|•Description of the Item
 
|•Description of the Item
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|9.Quantity
 
|9.Quantity
 
|•Quantity of Items
 
|•Quantity of Items
 
|•Numeric
 
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|10.[[Unit of Measure|UOM]](Unit of Measure)
 
|10.[[Unit of Measure|UOM]](Unit of Measure)
 
|•Unit of Measure of an Item
 
|•Unit of Measure of an Item
 
|•Unit of Measure assigned to an Item under Item Master Maintenance Module
 
|•Unit of Measure assigned to an Item under Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|}Notes:
 
|}Notes:
  
Line 171: Line 246:
 
=====<span class="mw-headline" id="Printing_Sales_Quotation_Record" style="box-sizing: inherit;">Printing Purchase Requisition Record</span>=====
 
=====<span class="mw-headline" id="Printing_Sales_Quotation_Record" style="box-sizing: inherit;">Printing Purchase Requisition Record</span>=====
  
#Click Purchase Requisition under Purchase Menu
+
#Click [[Purchase Requisition]] under Purchase Menu
 
#Under Purchase Requisition Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print.
 
#Under Purchase Requisition Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print.
  
Line 249: Line 324:
 
|-
 
|-
 
|Maintenance
 
|Maintenance
|[[Item Master]]<nowiki> | </nowiki>[[Unit of Measure]]<nowiki> | </nowiki>[[Users]] } [[Users Group]]
+
|[[Item Master]]<nowiki> | </nowiki>[[Unit of Measure]]<nowiki> | </nowiki>[[Users]]<nowiki> | </nowiki>[[Users Group]]
 
|}
 
|}
 +
[[Category:Purchase]]

Latest revision as of 13:52, 18 April 2022

Purchase Requisition

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

Requirements before using Purchase Requisition
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
Purchase - Purchase Requisition - Record List.png


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
Purchase - Purchase Requisition - Add.png


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.
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.
Purchase - Purchase Requisition - View.png


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.
Purchase - Purchase Requisition - Edit.png


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.
Purchase - Purchase Requisition - Print.png
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.
Purchase - Purchase Requisition - Export.png
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
Purchase - Purchase Requisition - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Purchase - Purchase Requisition - Cancel2.png


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.


Categories:
Modules
Purchase Purchase | Import Purchase Order | Purchase Requisition | Purchase Receipt
Maintenance Item Master | Unit of Measure | Users | Users Group