Purchase Order Requisitions

Requisitions are requests for goods or services which may or may not be acted upon by a buyer through placement of a purchase order (covering a requisition).  A requisition consists of a part number, the quantity desired, and the date required.  Requisitions may be automatically created by the system to meet material requirements or manually entered by an analyst.

Requisitions can be automatically generated by the Requirements Planning and Master Scheduling applications; these may need to be reviewed and released by an analyst, using the Requisition Maintenance conversation.  This conversation also allows you to manually create a requisition, change a requisition, and close or cancel requisition lines.  Procedures for performing each of these functions are outlined below.

Creating Requisitions Automatically

Requisitions may be automatically generated by the system if the Requirements Planning or Master Scheduling applications are installed.  For detailed validation information for the screens or reports mentioned below, see the appropriate screens or reports section of this manual.

Master Scheduling and Requirements Planning

During Requirements Generation, the system will automatically create a planned requisition whenever insufficient quantities are projected to meet requirements.  These requisitions may be treated in one of two ways:

·     PO Generation Mode = N.  These requisitions must be reviewed by an analyst and manually released before they can be covered by a purchase order.  To release them, you must use the Release a Requisition function of the Requisition Maintenance conversation.

·     PO Generation Mode = Y.  These requisitions do not need to be reviewed by an analyst and can be covered by a purchase order at any time.  They can be modified using the Change a Requisition function of the Requisition Maintenance conversation.

Which of the two methods is to be used depends on the value of the PO Generation Mode flag on the Part Master record.  If the flag is Y, a buyer can immediately create a purchase order to cover the planned requisition; in the process, the requisition status is automatically changed to "released."  Otherwise, if the flag is N, the analyst must review and release the requisitions as described under "Release a Planned Requisition" (below) before they are available to the buyer.

Requisition Release Authorization

The user must be authorized to release a requisition.  Authorized users are defined in the Requisition Release Authorization category on the Reference File.  If no authorized users are defined, all users are authorized.

Releasing a Planned Requisition

1.   Choose the Requisition option.  The Requisition Maintenance Function Select screen is displayed.

2.   Fill in the number of the requisition you are releasing.  Choose Change a Requisition.  Press the Enter key.  The multi-line screen is displayed.

3.   At the bottom of the screen, type in the number of the line you wish to release and C for "change."  The line is displayed at the bottom of the screen and can now be modified.

4.   Change the Status field from P (planned) to R (released).  You may also make any other changes to the requisition line, if necessary.  Press the Enter key.

5.   The changed line is redisplayed on the upper portion of the multi-line screen.  If another line needs to be released, repeat the above steps.  When all modifications have been made, press F10 - Select Function.  The Function Select screen is redisplayed.

Adding a Requisition

1.   Choose the Requisition option.  The Requisition Maintenance Function Select screen is displayed.

2.   Fill in the number of the requisition you are adding.

·     If you are using automatic numbering, leave the Requisition Number field blank, since the system will automatically assign the next available requisition number.

Choose Add a Requisition.  Press the Enter key.  The multi-line screen is displayed.

3.   Add requisition lines by typing in the part number, quantity, due date and other fields.

4.   To add a record from the Detail screen, press F14 - Add Detail.  The Detail screen is displayed.  Using the Detail screen is helpful if the part number or unit of measure is not known, since a part search facility is available on the screen.

5.   Fill in detail information.

6.   If you wish to go from the multi-line to the detail screen, press F4 - Display Detail.  The first requisition line is displayed.  Pressing Enter will display subsequent detail lines.  If you wish to display a specific requisition line on the detail screen, enter the line number on the multi-line and press F4 - Display Detail.  The requisition line corresponding to the line number entered is displayed.

7.   If you wish to go from the multi-line to the comment screen, press F12 - Display Comment.  The first requisition line's comments are displayed.  Pressing Enter will display comments of subsequent requisition lines.  If you wish to display the comments of a specific requisition line, enter the line number on the multi-line and press F12 - Display Comments.  The comments of the requisition line number entered are displayed.

Reports and Online Inquiries

Several reports and inquiries are provided in the system to help you maintain requisitions.  These are summarized below:

Requisition Reports

These reports list all requisitions meeting your selection criteria in requisition number sequence (report PO570A) or by last action date (PO580A).  The Requisitions by Last Action Date report could be used to identify and prioritize those requisitions needing to be covered by purchase orders.  To request a report:

1.   Choose the Requisition Report Request option.  The Requisition Report Request screen is displayed.

2.   Enter an X next to the type of report you are requesting (by last action date or by requisition number).  Enter the appropriate selection criteria.  Press the Enter key.

Requisition Inquiry

This inquiry allows you to view all requisitions for a specific item, all requisitions that are the responsibility of a certain buyer or analyst, or a specific requisition.  To perform the inquiry function:

1.   Choose the Requisition Inquiry option.  The Requisition Inquiry Function Select screen is displayed.

2.   Enter an X next to the desired inquiry (selected requisition, by buyer/analyst, or by item).  Enter the appropriate selection criteria.  Press the Enter key.

3.   If you are performing an inquiry by buyer/analyst or by item, the appropriate list screen is displayed.  You may select any line for detail display by entering an X in the Select field and pressing F4 - Detail screen.

Requisition Where-Used Inquiry

This inquiry allows you to view all purchase orders currently covering a specific requisition.  To perform the inquiry function:

1.   Choose the Requisition Where-Used Inquiry option.  The Requisition Where-Used Function Select screen is displayed.

2.         Enter the requisition number and optional line number.  Press the Enter key.  The Where-Used Detail screen is displayed.