Purchase Requisition Item

Overview

A Purchase Requisition is composed of Purchase Requisition Items. Each Item may refer to a Good or a Service.

Purchase Requisition Item Screen Fields and Tab

Field	Description
Item Number	Read only value. Serial, system generated number starting with 1 for each Purchase Requisition Item.
Status	Read only value. Shows if the Purchase Requisition Item is open and can be converted into a Purchase Order. Possible values: Open/Closed. Default value is Open.
Item	Users must select one Item from the Item Catalogue. Once the Item ID has been selected, the following information will be automatically populated into the following fields: Item Category, Unit of Measure, Unit Price Fc, Coding Block and Description.
Item Category	To specify the category of the item. This field will be ‘Display Only’ if Catalogue ID is selected.
Unit of Measure	Refers to the Unit of Measure of the item. This field will be defaulted if Catalogue ID is selected. Users can change it.
Unit Price Dc	Domestic Price per unit of the Item. If users enter the Foreign Unit Price, this field will be Calculated/Updated Read Only Field, and will get updated by the system using the currency rate defined.
Unit Price Fc	Foreign Price per unit of the Item.
Quantity	Refers to the quantity of the Requisition Item.
Assign Quantity	This is read only field, automatically populated by the system.
Estimated Price Dc	Total Domestic price (Domestic Unit Price x Quantity), system calculated value.
Estimated Price Fc	Total Foreign price (Foreign Unit Price x Quantity), system calculated value.
Tax Amount Domestic	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Foreign	Displays the calculated Foreign Tax amount as defined in Tax Information
Net Amount Domestic	Calculated field, shows the net amount for the Item in domestic currency.
Net Amount Foreign	Calculated field, shows the net amount for the Item in foreign currency.
Price Tolerance	Tolerance Percentage for Price.
Quantity Tolerance	Tolerance Percentage for Quantity.
Coding Block	Ledger Coding Block. Search function to the COA Group with attribute 'Budget Execution' equal to 'True' and to the Imposed Segment.The system will lookup for this code.
Language	Users can select the country specific language of the Description from dropdown list.
Description	Description of the Item.
Purchase Requisition Drops Tab	This section defines the Purchase Requisition Item Drops.
Pictures Tab	Collection of zero or more images. The system allows BMP, GIF and JPG data files, and it will display the image of the first file.
Attachments Tab	Collection of zero or more attached files that can be used as supporting documentation for the Purchase Requisition Item.

Purchase Requisition Drop

Overview

The objective of this tab is to define the Purchase Requisition Item Drops.

Purchase Requisition Drop Screen Fields and Tab

Field	Description
Drop Number	Read Only Field, Auto-generated Serial Number starts with 1 for each Requisition Item.
Status	Automatically assigned by the system. Possible Values: Open/Closed. Default value is Open. It shows if the Item Drop is open and can be converted to a Purchase Order.
Fiscal Year	Fiscal Year of the requisition, Default is current Fiscal Year.
Fiscal Period	Fiscal Period of the requisition, Default is current Fiscal Period.
Delivery Date From	Starting delivery date of the drop.
Delivery Date To	Ending delivery date of the drop.
Quantity	Refers to the quantity of the Requisition Item Drop.
PO Assign Quantity	Read Only for the user, automatically populated by the system. Default value is Zero. It contains accumulated quantity already assigned in PO item drops (notice that more than one PO item drop could have been referenced to this PR item drop).
PD Assign Quantity	Read Only for the user, automatically populated by the system. Default value is Zero. It contains accumulated quantity already assigned in PD(Procurement Document) item.(Notice that more than one PD item could have been referenced to this PR item).
Amount Dc	Refers to Domestic Unit Price (from the relevant Item) X Quantity of the Drop.
Amount Fc	Refers to Foreign Unit Price (from the relevant Item) X Quantity of the Drop.
Tax Amount Dc	Displays the calculated Domestic Tax amount as defined in Tax Information.
Tax Amount Fc	Displays the calculated Foreign Tax amount as defined in Tax Information.
Total Amount Dc	Refers to Amount Dc + Tax Amount Dc.
Total Amount Fc	Refers to Amount Fc + Tax Amount Fc.
Receive Location	User can enter the code of the Institution and also look up with search criteria is needed, which is the location to receive the item.
Tax Information Tab	For Items ordered in Domestic Currency, the user can define the applicable Taxes to individual Drops by this Tab.
Attachments Tab	Collection of zero or more attached files that can be used as support documentation for the Purchase Requisition Drop.

Tax Information

Overview

For Items ordered in Domestic Currency, the user can define the applicable Taxes to individual Drops. To do this, activate the Tax Information Tab and create the Tax Information elements that apply. The system will calculate the appropriate total Tax for each Drop, based in the Tax rates defined and it will display the totals in the fields Tax Amount Dc and/or Tax Amount Fc, localized in the Purchase Requisition Drop screen.

Tax Information Screen Fields

Field	Description
Serial Number	Auto-generated Serial Number starts with 1 for every new Requisition Drop.
Tax	Id of respective Tax.
Price Includes Tax	It indicate whether the amount includes tax or not.
Tax Percentage	Tax Percentage of the Tax.
Added/ Deducted	This field indicates if the tax amount is added to the goods price or deducted from it.
Tax Domestic Amount	Shows the Tax domestic amount, calculated by the system.
Tax Foreign Amount	Shows the Tax foreign amount calculated by the system.

Attachments

Overview

System allows to attach files to support the purchase requisition process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Language for the title and description.
Title	Title of the Attachments.
Descrption	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Data Type	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Attachments

Overview

System allows to attach files to support the purchasing requisition process.

Attachments screen Fields

Field	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachment Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting file. File type can be: pdf, doc, xls, jpg, etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.

Pictures

Overview

Application allows to upload zero or more pictures to support purchase requisition process. The system must display the first picture and allow files of type (BMP, GIF and JPG).

Pictures screen Fields

Filed	Description
ID	Consecutive number auto generated by the system. It will be unique within the system.
Attachemnt Classification	Reference to attachment classification.
Language	Country specific language for the title and description.
Title	Title of the Attachments.
Description	Description of the attachments.
Attachment	System allow to selete and upload supporting pictures. File type can be: BMP, GIF and JPG etc.
Date Time	Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned by the system.
User	Last user who uploaded or updated the document. Visible for the user. Automatically assigned by the system.
Language	Mandatory field, language of the document. The system will suggest the default language; however the user can change such language.