8.2.2. Requisition Processes

Generate Replenishment

The Generate Replenishment report, found in Procurement -> Requisition -> Generate Replenishment, represents a combination between a report and a process. This functionality is useful to determine the quantity of the products that need to be acquired from the vendor and, optionally, to generate the Requisition/Purchase Order depending on this computation. To realize the computation, the Product - Vendor association is necessary which is defined in the Purchasing tab of the Product window. A product can only have a single current supplier.

It calculates the replenishment requirements based on the entry parameters: Sales Period, available stock, etc.

• The requisition is calculated at organization level for a single vendor.

• The warehouse included in the calculation is a central warehouse.

• The vendor indicates the products he delivers via the product - vendor link (Purchasing tab - Product window).

• The products that will be brought by the report must meet the following conditions:

  • Product Type: Product.

  • They are active products linked to the vendor selected as a parameter.

  • Do not have the Discontinued checkbox selected (Product window).

  • They have quantity to be procured.

Exception - all the active products linked to the vendor will be brought.

Description

The Generate Replenishment report returns the following data:

• the products that need to be procured from the vendor;

• optionally, it generates a Requisition/Purchase Order.

The following parameters can be entered before running the process:

• Organization - represents the organization to be replenished;

• Warehouse - the warehouse for which the requisition/purchase order is generated;

• Representative - person responsible for the requisition/purchase order;

  • Starting with SocrateCloud v15.09, if a representative is selected when running a report, the proposal order will only contain products with the respective representative;

  • Starting with v16.03 the "Representative" field is no longer mandatory when generating a requisition. If the Representative parameter is not provided, the user running the report will be entered on the requisition. If the user running the report is not a representative, the following rules apply:

    • the representative defined for the first product in in the requisition list will be used on the requisition. If the first product does not have a representative, the requisition will not be generated

    • all the products for which a requisition is to be generated must have a representative defined, otherwise they will not appear in the requisition;

• Vendor - vendor from which replenishment is made from;

• Product Category - the replenishment will be made only for products in this category;

• Attribute Set - the replenishment only for products with this attribute set;

• All Vendor Products - if selected, all the products linked to the vendor and not out of use will be brought to the requisition/purchase order, irrespective of whether they do or do not have replenishment quantities. If the replenishment quantity is less than 0, then the quantity entered on the requisition will be 0;

• Sales Period, Exclude Saturday, Exclude Sunday - the date interval the sales will be taken into account;

• Requisition Days - number of days for which the requisition is computed. If you do not enter anything, the value entered in the Lead Time field in the Purchasing tab of the Product window will be taken into account;

• Create - select the generated document: requisition or purchase order;

• Document Type - select a document sub-type used for the requisition or purchase order;

• Reporting Hierarchy - select a custom reporting hierarchy. Otherwise the default hierarchy will be used;

• Quantity Requisition Included - if selected, when determining the proposed quantity, the process will subtract the quantity from the requisitions that have been finished but not ordered;

• UOM: Vendor UOM - if selected, then the quantities entered on the Requisition/Purchase Order will be equal to the proposed quantities in the Vendor UOM. If not selected, then the quantities entered on the Requisition/Purchase Order will be equal to the vendor quantities in base UOM;

• Qty = Qty vendor - if not selected, then the quantities entered on the Requisition/Purchase Order will be equal to the proposed vendor quantities in base UOM.

• Available For Allocation - the process will only use locators with Aavailable for allocation checked.

• Organization - mandatory - the organization to be replenished. You may also select a consolidated organization;

• Warehouse - mandatory - the warehouse used yo generate the requisition and purchase order;

• Representative - parameter used to generate the requisition/purchase order;

• Vendor - mandatory;

• Product Category - attribute set (at product level);

• All Vendor Products - by default not selected - if selected, all the products, linked to the vendor, that have not been discontinued irrespective of whether they have stock to be replenished or not will be brought. If the replenishment quantity is less than 0, then the quantity entered on the requisition will be 0;

• Sales Period - mandatory - the date interval during which the sales are taken into account;

• Requisition Days - the number of days that the requisition is calculated for. If you do not enter anything, then the Lead Time from the Purchasing tab will be used instead;

• Create - select from Purchase Order or Requisition;

• Document Type - the options will be filtered based on the selection in the Create field;

• Quantity Requisition Included - selected by default - subtract the quantities of the completed and unordered Requisition from the proposed quantity;

• UOM : Vendor UOM - not selected by default - if selected, then the quantities entered on the purchase order/requisition = proposed quantity in the Unit of Measure of the vendor; otherwise, the quantity will be in the main UoM;

• Qty = Qty vendor - selected by default

  • if not selected, then the quantity on the requisition/purchase order is the quantity proposed to be purchased in the main UoM;

  • if selected, then the quantity on the requisition/purchase order is the quantity proposed by the vendor in the main UoM;

• Available For Allocation - only the available stock in the warehouses that have the checkbox in the Locator tab of the Warehouse & Locators window will be taken into account.

A report will be generated with the following columns:

• Search Key (Product);

• Partner Product Key;

• Name (Product);

• Product Category;

• Business Partner;

• Description (Purchasing tab);

• Current Vendor checkox (Purchasing tab)

• Currency (Purchasing tab);

• List Price (Purchasing tab);

• UOM (Purchasing tab);

• Minimum Order Qty (Purchasing tab) :Minimum Order Qty

• Lead Time (from the report parameters or Purchasing tab);

• Sales Quantity (= the sum of the quantities on the customer invoice lines for the selected interval);

• Converted Sales Amount = (Sales Quantity * Standard Price on Customer Invoice) - currency?? - base amount;

• Quantity Sales Average: Sales Quantity / No of days in Sales Period. (no Sundays):

• Commercial Addition (sales amount - percentage limit price amount) / period - currency ? (in the selected sales period - date);

• Total Quantity Requisition = Quantity Sales Average * Lead Time (how much stock do I need for a period according to the sales so I don't run out of stock);

• Total Available Quantity;

• Proposed Quantity Requisition - UOM base: Total necessary stock - total available stock - quantity on completed and unordered requisition;

• Proposed Quantity Requisition - UOM base (>0)

• Proposed Quantity Requisition - UOM vendor { [Proposed Order Quantity in Base UOM / Order Quantity Coefficient] + 1} rounded up to nearest integer. (the coefficient is Order Pack Qty - Proposed Qty Requisition - UOM Vendor);

• Vendor Quantity Requisition - UOM base Proposed Quantity Requisition - UOM Vendor * Order Quantity Coefficient;

• Quantity Ordered;

• Available Quantity = OnHand Quantity - Reserved Quantity;

• Qty Requisition - quantity from completed, unordered requisitions;

  • Qty Requisition - completed, unordered, confirmed;

  • Qty Requisition - completed, unordered, unconfirmed;

• UOM Base (Product);

• Req Amt-UOM base = Proposed Order Quantity - UOM base * Price (List Price - Purchasing tab);

• Req Amt-UOM Vendor: (Price * Proposed Quantity - vendor UOM);

• Vendor Requisition Amount - UOM base= Proposed Vendor Quantity-base UOM * Price

If you select Requisition or Purchase Order in the Create and Document Type fields, then the selected document will also be generated based on the report.

Create MM from Requisition

The Create MM from Requisition process, located in the Procurement -> Requisition menu, generates inventory moves from requisitions for internal replenishment situations. Thus, you can obtain a stock relocation between warehouses, on demand.

Inventory Moves can be obtained from those lines on the Requisition only for which the Internal Requisition checkbox has been selected.

The warehouse on the Requisition is the one that needs to be replenished, so it will become the destination warehouse on the Inventory Move.

As a consequence of the running of the process,you will obtain as many inventory moves as there are source-destination warehouse pairs in accordance with the products resulting from the requisition and with the indications about the source warehouse found in the Replenish tab of the Product window.

The following parameters can be entered before running the process:

• Document Type - indicate the (sub) type of the inventory move to be obtained;

• Requisition - option to select a single requisition. If un-selected, all the open requisitions will be selected, using the following filters:

  • Organization

  • Warehouse

  • Document Date

  • Date Required

  • Priority

  • Employee

  • Product

• Consolidate to one Document - indicates the obtaining of a consolidated Inventory Move derived from multiple Requisitions, if the Requisitions have the same:

  • organization (corresponding to the source warehouse) and

  • source warehouse and locator and

  • destination warehouse and locator and

  • products;

• Document Action - Indicates the state you wish to obtain the Material Movement in (draft or finalised);

• Reporting Hierarchy - indicates the reporting hierarchy (used to determine the product hierarchy).

Process algoritm:

• • Organization =

    • with 0 priority = the organization on which the source warehouse is defined in the Replenish tab of the Product window, where the Warehouse is the on on the Requisition and the Active checkbox has been selected (if there are multiple records on the given condition, then select the first one), or

    • with 1 priority = the organization where the selected warehouse is defined in the Source Warehouse field at the time of the warehouse definition on the requisition, or

    • nothing - in this case, no Inventory Move is generated.

  • Src Warehouse =

    • with 0 priority = the Source Warehouse in the Replenish tab of the Product window, where the Warehouse is the warehouse on the requisition and the Active checkbox has been selected (if there are multiple records on the given condition, then select the first one), or

    • with 1 priority = the Source Warehouse found in the definition of the warehouse used in the requisition.

    • nothing - in this case, no Inventory Move is generated.

  • Dest Warehouse = this is always the warehouse on the requisition master;

  • Movement Date = the current date at which the process is run;

  • Accounting Date = Movement date

• Document Type = Inventory Move;

  • Src Locator (both on the master Inventory Move and on the Inventory Move lines) on the generated Inventory Moves there will be no differences between the master and lines and can be obtained grouped by this:

    • with 0 priority = the locator in the Locator tab of the Product window, according to the Source Warehouse determined above, or

    • with 1 priority = the default locator from the Source Warehouse determined above, or

    • with 2 priority = the locator from the product's definition, or

    • nothing - in this case, no Inventory Move is generated.

  • Dest Locator both on the master Inventory Move and on the Inventory Move lines) on the generated Inventory Moves there will be no differences between the master and lines and can be obtained grouped by this:

    • with 0 priority = the locator in the Locator tab of the Product window, according to the Destination Warehouse determined above, or

    • with 1 priority = the default locator from the Destination Warehouse determined above, or

    • nothing - in this case, no Inventory Move is generated

  • Product- from the requisition, grouped by article, if indicated as such;

  • Quantity (introduced = moved) = always in base UOM from the Product window. Note: the requisition can also be entered in another UOM, so you need to take into account the Quantity field;

  • From a requisition you can obtain one or more inventory moves, depending on the grouping by the source warehouse/locator. An Internal Move will only have one pair (source-destination warehous/locator);

  • You CANNOT generate other documents from a requisition from you which you have already created Internal Moves;

  • doar de pe Necesarele care au bifa de "Aprovizionare Interna" (detail), se pot genera BT-uri;

  • You CANNOT generate purchase orders from the Requisitions that have the Internal Requisition checkbox selected in the Requisition Line tab.

Create MM from Requisition with instances

The Create MM from Requisition process generates inventory moves from requisitions for internal replenishment situations. Thus, you can obtain a stock relocation between warehouses, on demand. Inventory Moves can be obtained from those lines on the Requisition only for which the Internal Requisition checkbox has been selected. The warehouse on the Requisition is the one that needs to be replenished, so it will become the destination warehouse on the Inventory Move. As a consequence of the running of the process you will obtain as many inventory moves as there are source-destination warehouse pairs in accordance with the products resulting from the requisition and with the indications about the source warehouse found in the Replenish tab of the Product window.

Create PO from Requisition

The Create PO from Requisition process located in the Procurement -> Requisition allows you to generate purchase orders from completed requisitions. Before running the process you can specify the following parameters:

• Requisition - select the source requisition used to generate purchase orders. Only completed requisitions can be selected. If no requisition is selected, the order will be generated based on all completed requisitions. To limit the requisitions used, the following selection filters can be used:

  • Organization

  • Warehouse

  • Document Date (from - to)

  • Date Required (from - to)

  • Priority

  • User/Contact (Employee)

  • Product

• Consolidate to one Document - option to join lines, from multiple requisitions with the same vendor, on a single purchase order;

• Consolidate by Product - option to join requisition lines with the same product, attribute instance, price, organization and type (internal or external requisition) on a single purchase order line;

• Split by SalesRep - a sales order will be generated for each representative selected on the requisition lines;

• Price List - overwrite the vendor price list. If no value is entered the default vendor price list will be used;

• Currency - overwrite the currency, if no price list is selected for the process;

Press Start to create purchase orders.

Note:

• purchase orders will be generated only for products which have a vendor defined (Purchasing tab, Product window).

• the order warehouse is selected in the following order, if possible:

  • the warehouse on the requisitions - if all the requisitions have the same warehouse;

  • the warehouse defined for the order organization, in the Organization window, Org Info tab:

    • if the requisitions have different warehouses or

    • if the warehouse organization is different from the order organization

  • the login warehouse - if the organization warehouse is not defined;

• the order organization will always be the login organization;

Starting with 15.09, when generating purchase orders from requisitions, the order will have the same priority as the source requisition (Priority field).

Starting with 16.11, the following are will apply:

• generated order lines will be grouped to a single purchase order, including when:

  • the promised dated calculated for order lines is not the same, in which case the promised date on the order header should be max(promised date on lines);

  • the requisition lines are not consecutive. For example:

    • if a requisition contains:

      • Vendor A on line 10;

      • Vendor B on line 20;

      • Vendor A on line 30;

    • the following will be generated:

      • an order for vendor A (containing lines 10 and 30);

      • an order for vendor B (containing lines 20);

• for a vendor, the order will only be generated if no error messages occur. For example:

  • if a requisition contains:

    • lines 10, 20, 30 for vendor A;

    • the product on line 20 does not have a price;

  • no order will be generated;

  • the order description will contain the name of the user that created the requisition (AD_User_ID from M_Requisition);

The process takes into account the records defined for each product - vendor combination, available in the Purchasing tab, Product window. Details in Product Procurement.

Create PO from Vendor Confirmations

In this chapter we will describe all the documents that have been defined for the SocrateCloud Distribution component.

Document Workflow Highlighting: Purchase Pre-Order - Generate Purchase Order based on Confirmations

A new document has been created, which can be accessed from the Vendor Confirmations window, through which you can:

• Highlight the product/ordered quantity from vendor

• Highlight product/quantity/availability date confirmed by vendor

This document can be generated from the completed Requisition lines. Confirm the quantities generated by the requisition with the quantity approved by the vendor.

1. Enter the Requisition used as a "Vendor Pre-order" with the role of a document that highlights a firm purchase order unconfirmed by the vendor.

   • Go to the Requisition window and enter the header data of the document: Date Required, Warehouse, Employee, Description, etc. In the Requisition Line tab, enter the products and their quantities. The fields in the Calculations section are ReadOnly and will automatically be filled in by the system.

   • The Confirmation and Purchase Orders (SocrateOpen) are ReadOnly and will automatically be filled in by the system.

   • After having entered all the lines, complete the requisition so you can move on to the next step: obtaining the vendor confirmation for the product quantities.

2. Vendor Confirmation

   • Follow the path Procurement -> Requisition -> Vendor Confirmations.

   • The Requisition Line tab is ReadOnly and contains all the lines corresponding to the completed requisitions for which you have not generated any purchase order. From this tab you can confirm the quantity and select the confirmation date by pressing the Vendor Confirmation button for each separate line. The Confirmation tab will automatically be updated with the corresponding data.

   • The confirmations can be entered manually in the Confirmation tab by clicking on the New Record button in the main toolbar.

3. Generate Purchase Order based on the confirmations

   • This is done via a new Purchase Order generation process found in the Requisition window so that, when any newly generated purchase order will take into account the quantities confirmed in the Vendor Confirmations window.

   • Follow the path Procurement -> Requisition -> Create PO from Vendor Confirmations

   • After entering the order generations filters and pressing the OK button, a message window will be displayed containing the number of generated purchase orders.

   • The generated purchase orders can be found in the Purchase Order window, by looking for the mentioned number.

Control Proposal - Minimum Order Value by Vendor

The Control Porposal - Minimum Order Value by Vendor process creates a notification through which the system tells the user that for a vendor, the minimum value for order proposal has been exceeded and that purchase orders can be entered and sent.

The process analyses the products procured from a vendor that are on open sales orders and computes the order proposal value: qty * purchasing price. This value is then compared to the minimum value, before sending the notification. The minimum value for a vendor is defined in the Acquisition Cost field, Business Partner window.