Overview
Goods/Services Request is to provide a unique entry point of registering and processing goods and services requests based on a workflow that starts in the Institution Unit where the goods and services are required. The registry process provides a helpful feature based on souring packages which are predefined sets of Inventory Items (this is applicable only for Inventory type Goods) with predefined specific quantities.
The Asset and Inventory Departments are responsible for identifying the warehouse suppliers based on suggested warehouses provided by the system. Finally the warehouses are responsible of the delivery process made through a 'Dispatch Order'. Each requested Item has an individual progress of the supply process, meaning that partial delivery of Goods/Services Requests is allowed, updating the Good and Services Request status to’Delivered' when all its related items have been fully delivered to the Institution Unit.
When there is no availability of the items requested (in the case of goods) or for the case of Replenishment Requests (from a particular Warehouse), the system mark those items as candidates for a Purchase Requisition, and once this Purchase Requisition has been issued by the Purchasing Department Responsible (initially this generates the Purchase Requisition to the FreeBalance Application Classic Application), the system updates via web service the PR number as a reference to the Goods/Services Request Item.
Navigation
Assets & Inventories Commons ► Goods/Services Requests
Good/Services Request screen Fields
| Fields | Description |
| Code | Unique Id, automatically generated by the system. |
| Fiscal Year | Automatically assigned by the system with current fiscal year. |
| Fiscal Period | Automatically assigned by the system with current fiscal Period |
| Created On | Automatically populated by the system. |
| is Replenishment Request | Default value is false, read only attribute, this value will be true only for G/S Requests generated by the Replenishment Request Process. |
| Request Status | These are the possible status for the goods/services request. This can change for different workflow configurations. |
| Registered By | Automatically populated by the system, the user could change it. |
| Request Institution Unit | This is the institution unit that requires the goods/services. |
| Priority | This attribute can take one of the following values Low, Medium, High |
| Minimum Required Date | The minimum required date to receive the goods/services. |
| Maximum Required Date | The maximum required date to receive the goods/service |
| Reception of Goods Responsible | The employee responsible of receiving the goods or the acceptance of the services in the Institution Unit. |
| Language | Language use to enter the Goods/Services Request. |
| Abbreviation | Shot description of G/S Request |
| Description | Shot description of G/S Request. |
| Created By | User who created the G/S Request, Automatically populated by the system. |
| Approved By | Automatically populated by the system when workflow reaches the Approved Stage. |
| Approved Date | Automatically populated by the system when workflow reaches the Approved Stage. |
| Request Sourcing Packages Tab | This entity represents the different sourcing packages associated to a Goods/Services Request. Sourcing Packages are predefined item/quantity for a specific activity or destination, e.g. Training Courses. |
| Request Items tab | This entity represents the G/S Request Items belonging to a particular G/S Request. |
| Attachment Tab | Allows attaching files that may be relevant for the G/S Request. |
Overview
The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.
Attachment Tab screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Selected | If checked indicates that the attachment will be selected. |
Language | Country Specific Language used to enter the description information. |
Title | Title of attachment uploaded. |
Description | Any description of the attachment or additional information not included in the uploaded document can be included here. |
Attachment | The uploaded document, this attribute will have the physical file document within the database. |
Date Time | The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned. |
| Date | Manually enter date by User, attachment creation date. |
User | Users uploading the attachment. |
Overview
This tab contains the details information about the Inventory Item Request.
Request Items Fields and Tabs
Field | Description |
Correlative | Indicates if and how the request item is correlative. |
Item | Select the Item required for the request. |
Required Quantity | This value can be either entered manually or generated automatically by the system. If generated by the system, the value cannot be modified. |
Adjusted Quantity | This value specifies a positive or negative quantity over the Required Quantity. The Quantity can only be changed by those who are responsible for inventory. |
| Authorized Quantity | The user will enter the authorized quantity if any, should be greater than Zero. |
| Dispatched Quantity | This attribute is read only, user can not edit this value. |
| Supply Status | This attribute will be by default as 'Not assigned' until the Start to Supply process is executed and the G/S request status has been set to 'In Supply Process', the value will depend on the G/S Request Start Supply process executed by the Goods/Services Supply Responsible. |
Unit of Measure | Assign a measurement unit to the goods/service being requested. |
Requisition | This is the reference to a Purchase Requisition that was generated in order to supply this G/S Request Item. |
Language | Country Specific Languages chosen for entering Description and Remarks. |
Description | The intended objective of the goods/services that are being required. |
Remarks | Additional information related to this G/S Request item. |
Attachments Tab | Additional files related to the Request Item. |
Applicable Taxes Tab | Taxes that are associated with the Request Item. |
Custody Transaction Assets Tab | This Tab is used to include custody transaction assets to an item request. |
Overview
This tab holds the information regarding taxes that are associated with the Request Item.
Field | Description |
Tax | The tax associated for the G/S Request Item, by default taxes populates based on Catalogue Item Predefined Tax Information. |
Percentage | This field displays the percentage value of the Request Item Tax. The value can be changed if required. |
Overview
The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.
Attachment Tab screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Selected | If checked indicates that the attachment will be selected. |
Language | Country Specific Language used to enter the description information. |
Title | Title of attachment uploaded. |
Description | Any description of the attachment or additional information not included in the uploaded document can be included here. |
Attachment | The uploaded document, this attribute will have the physical file document within the database. |
Date Time | The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned. |
User | The user uploading the attachment. |
Language | Country Specific Language used to enter the description information. |
Tab allows users to lookup and add one or more Custody Transaction Assets.
For details regarding Custody Transaction Assets, refer to the link below:
Overview
A collection of zero or more Material Request Sourcing Packages (applicable for Inventory Items only).
Request Sourcing Packages Tab screen Fields
Field | Description |
Correlative | Indicates if and how the sourcing package is correlative. |
Sourcing Package | This field represents the different sourcing packages associated to a Goods/Services Request. Sourcing Packages are predefined item/quantity for a specific activity or destination, e.g. Training Courses. |
Quantity | Number of Sourcing Packages is required. |