8.2.1. Entering Requisitions

Requisitions can be managed in the Requisition window, located in the Procurement -> Requisition menu. To enter a new requisition press the New Record button. The following fields are available:

• Document Type - select a sub type of the base document type: "Purchase Requisition". Details in Document Types;

• Requisition No - the document number (if not entered manually, the system will automatically generate a number);

• Employee - the employee responsible for submitting the requisition;

• Vendor - a requisition may be submitted for a specific vendor. The vendor selected here will be automatically selected in the requisition details;

• Priority - select from the list a document priority level;

• Approved - the checkbox indicates if this document has been approved. An approval mechanism can be implemented using the Workflow functionality;

• Date Required - date when the products are requested for procurement;

• Document Date - date when the requisition is entered;

• Warehouse - the warehouse for which the requisition is submitted;

• Price List - select a price list, used to determine the requisition value;

• Project, Project Phase, Project SubPhase, Activity - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

• Create Lines from - the button allows you to enter requisition lines based on a project/phase:

  • can use the last purchasing price from the vendor indicated on the project;

  • can compare the planned price with the purchasing price;

The Status section displays information about the document status (according to the document workflow):

• SubTotal - total value for the document details;

• Auto Internal - if checked the requisition will be used to generate internal stock movements;

• Document Status - indicates the current status for the document.

  • Initial Status: "Draft" - the document is being defined. Can be edited or deleted;

• Document Action button - is used to change the document status. The following options are available:

  • "Complete" -> Document Status: "Completed" - the document has generated it's effects within the system. Cannot be edited or deleted;

  • "Void" -> Document Status: "Voided" - the document effects are cancelled by overwriting the all the document amounts with 0;

  • "Close" -> Document Status: "Closed" - no other documents can be generated from closed requisitions. No other document actions can be applied. Only documents that have no unprocessed documents associated can be closed;

• Processed - indicates if document was processed (completed). A processed document cannot be deleted or edited;

• Copy Lines button - allows you to copy details from previously entered requisitions;

• Posted button - generates requisition accounting transactions if commitment accounting is used

  • • Debit: Expense Product

    • Credit: Commitment Offset.

    • If Commitment Accounting has not been selected, the following accounting transactions will also be generated alongside the previous ones. The transfer type for these transactions is Reservation.

To complete multiple requisitions simultaneously, use the Process Requisitions process located in the Procurement -> Requisition menu.

Calculations Section:

• Req Amt-UOM Vendor - displays the total value for the details which can be used to issue a purchase order (Auto Internal not checked);

• Req Amt-UOM base - displays the total value for the requisition;

Requisition Lines

Requisition details can be entered manually in the Requisition Lines tab or automatically using the Copy Lines process in the Requisition window.

The Requisition Lines tab is used to manage requisition details. For each product in the requisition a line must be entered. To enter a line press the New record button. The following fields are available:

• Line No - number for the document line through which the display and print order is controlled;

• Product - select the desired product;

• Quantity - enter the product quantity (for the unit of measure selected here)

• UOM - if a conversion between units of measure has been defined, an alternate unit of measure can be selected for the requisition;

• Charge - when the products required for procurement are not defined in SocrateCloud, they can be replaced by a charge. For example, a request for office items, representing 5 pens and 3 workbooks, is made: A charge defined for office items will be used on the requisition line, while the actual products will be entered in the line description. Details in Expenses;

• Quantity - the product quantity displayed in the product base unit of measure;

• Unit Price - enter the price for a single product unit (for the selected UOM). The initial value for this field is determined by the requisition price list;

• Line Amount - total value for the the requisition line, excluding taxes (Quantity x Unit Price);

• Order Line - indicates the associated purchase order line (if the Generate Purchase Order from Requisition process was used);

• Vendor - the vendor from which the product will be procured. If not entered manually a vendor will be selected automatically when processing the requisition:

  • the system will attempt to select the vendor from the requisition master;

  • if no vendor is entered on the master the product vendor will be selected (Procurement tab, Product window)

• Move Line - the associated inventory move line (if the Generate Inventory Move from Requisition process is used)

• Project, Project Phase, Project SubPhase, Activity - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

• Representative - the procurement representative for the selected product;

• Mean of Conveyance - mean of conveyance used for procuring the selected product;

• Internal requisition - if checked the line will can used to generate an inventory move; If not checked, a purchase order;

The Reference section is automatically completed when saving the requisition line, with product information:

• Product Category, Product Representative, Product Key;

• Available Quantity - the total stock quantity available for the product within the organization;

• Available Qty Requisition Warehouse - the total stock quantity available for the selected product within the selected warehouse;

The Calculations section is automatically completing for requisition lines generated using the Calculate Requisition Offers process:

• Proposed Quantity Requisition - the calculated requisition quantity;

• Cantitate propusă - the calculated requisition quantity in the vendor UOM;

• Cantitatea propusă de comandat - requisition quantity;

• Cantitate Vânzari - product quantity on sales orders;

• Qty Requisition - product quantity on completed requisitions, not yet ordered;

• Cantitate Comandată - product quantity on purchase orders

• Profit - sales order price - purchase order price;

Secondary windows:

• The Confirmation tab displays the associated requisition line confirmations, through which you can highlight the product quantity ordered and product quantity and availability date confirmed by the vendor. Details in Document - Distribution;

• The Purchase Orders tab displays the associated purchase order lines, generated using the Generate Purchase Order from Requisition process;

Requisition lines and the associated master data can also be viewed in the Requisition Lines window located in the Procurement -> Requisitions menu.