Background

Purchase Requisitions (PRs) are internal documents used to request the purchase of goods or services within a company. They serve as an initial request for procurement and are used to initiate the buying process. Once the Purchase Requisition is approved, a Purchase Order (PO) can be generated for the requested items.

Creating a Purchase Requisition

Within the Purchasing tab, there is a link for ‘Create New Purchase Requisition’ under the Purchase Requisitions heading.

This will open up the below page:

Header Information

The header information is where users will add the basic information of the PR.

Job Number - the user should input the job number and select the correct option from the dropdown. If the PR is converted to a PO. this will be the job number on the PO

Description - once the job has been selected from the dropdown, this will populate with the project title

Cert Reqd - this allows the user to pick a certificate required for the Purchase. If the PR is converted to a PO, this will default the Certs field on the PO

Markup - this allows the user to input a value of up to 100. If the PR is converted to a PO, this will set the markup value of the PO line items

Special Instructions/Comments - this is a free text field on the PR. This will not populate any information when converted to a PO

Stage - this is set based on the stage of the PR: Draft, Unapproved, Approved

Approved by - this will display the user's name that approved the PR

Date - this is the date that the PR is created. This will default to today's date but can be changed if required

Created By - this will display the user who has created the PR

Type - this dropdown features all PO line types with the category ‘B’. This does not drive anything when the PR is converted to a PO

Urgency - this dropdown feature different options for the urgency of the request. This will default to ‘1 - Critical’ but can be changed if required. This will not drive anything when the PR is converted to a PO

Status - this is set based on the status of the PR: Active, Completed, Cancelled

Adding Lines

Once the above information has been populated, users should add lines to the PR by clicking ‘Add Line’.

This will bring up the below pop-up:

Variations - this will be driven by the job number on the PR. Users must select the activity code that the line is to be costed to. This is a mandatory field for the user to input

Description - users can either input this field with free-text or click the search icon under the field. If users click on the search icon, the below pop-up will appear for the user to select the material. This is a mandatory field for the user to input

Grade - if users use the material selection for the Description field, the Grade can be added using the search icon under the field. The below pop-up will then appear for the user to select the Grade

Supplier - this is a dropdown of active suppliers. If selected and the PR is converted to a PO, this will set the supplier on the PO

Quantity - this will be quantity of the item. This is a mandatory field for the user to input

Unit Measurement - this will be the unit measurement of the item. This can be changed using the dropdown

Unit Price - this is the price per unit for the line item

Users will click ‘Save’ and repeat the above steps for the number of lines on the PR.

Documents Tab

The documents tab on PRs allows users to upload documents against the PR Record:

Users should click ‘Upload’ and complete the below pop-up to upload documents:

If a PR that feature documents is converted to a PO, these documents will be visible within the Documents tab of the PO record.

Approvals on PRs

Once a PR is created, it will be given a PR number and the stage of the PR will show as ‘Unapproved’. 

Users will click on the ‘Approve PR’ button at the bottom right of the page. Users will then select the user to approve the PR. The personnel showing within this list is based on permissions for 'Can authorise a PR for a specified value’ and ‘Can authorise a PR for specified jobs’. This will send an email notification to the user to approve the PR.

When the user is approving the PR, they would click ‘Approve PR’ which would open up the below pop-up:

The user would input their pin and click ‘Sign’. 

Converting PRs to POs

Once the PR has been approved, it can be converted to a PO. This is done by navigating to the PR record and selecting the line items and clicking the ‘Link to PO’ button.

This will open up the below pop-up:

User can select whether the PR should create a new PO or add the lines to an existing draft PO. Users will need to select the PO Group and PO Type for the line items. Once the above has been populated, users will click ‘Create PO’.

This will then take the user to a draft PO page with the inputted information from the PR. The user will be able to create the PO as normal and select the appropriate approvers for the PO. Once the PO has been created, users can navigate between the PR and PO thought the ‘Linked PR’ field on the PO and the ‘Linked PO’ field on the PR:

Creating a PR via Purchasing Bill of Materials

Within the Purchasing Bill of Materials page, users will see a button for ‘Create PR’.

Users will select the items as normal and then click ‘Create PR’. This will take the user to the below page:

This page works the same as the current ‘Create PO/Quotation Request’ page. Users will input the unit price and either import the lines to a new draft PR or add lines to an existing draft using the dropdown.

This will then add the lines to a new/existing draft PR. Users will continue the process as normal.

Searching Purchase Requisitions

Within the Purchasing tab, there is a link for ‘Search Purchase Requisitions’ under the Purchase Requisitions heading.

This takes the user to the Purchase Requisition Search page:

The results can be refined by using the available filters. The most used filter will be the ‘PR Reference’ field which allows users to filter to the exact PR record. If the number within the ‘PR Ref’ column is clicked, this will take the user to the PR record.