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Overview
A purchase requisition is a form, that is issued by a user organization requesting the acquisition of material not currently carried in the organization’s stock. In most cases, this purchase requisition is sent to an authorized buyer within the organization. Upon accepting the requisition and verifying that funds are available for the acquisition, the buyer issues a purchase order to a selected supplier or vendor.
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Purchasing ► Purchase Requisition
Purchase Requisition screen Fields and Tab
Field | Description |
| Purchasing Plan Detail | Reference to a planned detail that belongs to the latest and approved final Annual Purchasing Plan (Master Plan) for the current fiscal Year. |
Requisition Number | Unique identification number of the Purchase Requisition. |
Workflow Status | Display only field, shows the current workflow status of Purchase Requisition. |
Workflow Process Status | Status of workflow process. |
| Requisition Date | This field is automatically populated by the system. Default value is current system date. |
| Fiscal Year | Fiscal Year of the requisition, Default is current FY. |
| Fiscal Period | Fiscal Period of the requisition, Default is Current Fiscal Period. |
| Requisition Status | To indicate if the Requisition is open and can be converted to Purchase Order. When a Requisition is fully converted to Purchase Order(s) (i.e. Purchase Orders created and approved for all requisition items) then the status is automatically set to Closed. The Default value is Open. |
| Posting Status | This field is updated by the system when the voucher is either saved or temp saved. |
| Not Posted Reason | Users must prove a reason for not posting the voucher when voucher is Temp Saved; the field is cleared automatically when the voucher is completely saved. |
| Currency | To allow the user to select the Currency of the requisition. Default is Domestic Currency. If the general parameter system Accepts Multi-currency Transactions is False, then this field will be disabled and its value is Domestic Currency. |
| Exchange Rate | Will show the latest active exchange rate for the selected currency which is linked to Expenditures, users can change the rate if allowed in the Currency Table, otherwise this field will be ‘Display only’ and updated only by the system when the currency is selected. Default is 1 (because default currency is Domestic). If the general parameter System Accepts Multi-currency Transactions is False, and then this field will be disabled. |
Is Contract Ammendment | Select this checkbox to define the current Purchase Requisition as a Template for future Purchase Requisitions. |
Rollover | To specify whether any outstanding requisition amounts will apply to the new fiscal year once Fiscal Year End procedures have been carried out. |
Is Template | Select this checkbox to define the current Purchase Requisition as a Template for future Purchase Requisitions. |
Priority | Users can assign a priority from a list ranging from highest to lowest priority. |
Delivery Date From | Read Only Attribute, Calculated from the Delivery Drop Date, it would be the lowest delivery date on the drops. Starting Delivery Date of the goods. |
Delivery Date To | Read Only Attribute, Calculated from the Delivery Drop Date, it would be the highest delivery date on the drops. Ending Delivery Date of the goods. |
Temp Number | Serial, system generated number created when a Purchase Requisition is Temp Saved. |
Goods/ Services Domestic Amount | System calculated values, based on the total Domestic amounts of all the Goods/Services in the Purchase Requisition. |
Goods/ Services Foreign Amount | System calculated values, based on the total Foreign amounts of all the Goods/Services in the Purchase Requisition. |
Domestic Tax Amount | System calculated values, from the respective values of the Purchase Requisition Items. |
Foreign Tax Amount | System calculated values, from the respective values of the Purchase Requisition Items. |
Total Domestic Amount | System calculated values from the Domestic amounts plus Taxes, from all Purchase Requisition Items. |
Total Foreign Amount | system calculated values from the Foreign amounts plus Taxes, from all Purchase Requisition Items. |
Origin | System generated value (Manual, Template, Data Import or Web Service). Default value is Manual. |
External Source Voucher | Read-only fields updated by the system if the Voucher Source value is Other External Source. |
Source Document Number | Read-only fields updated by system. It shows Source Document number if the voucher source value is Other External Source. |
Batch Number | Read-only fields show Batch number for imported requisition. |
Create Commitment | Indicate if the system will automatically create a commitment when the current Requisition is approved. This field will be Display only if the parameter allow creating Requisitions without Commitments is False. Default value is checked (True). |
Commitment | The system will automatically assign a Commitment ID when the Committed attribute is True. The system provides a hyperlink to drill down to the relevant Commitment. Once clicked by users the system will open new screen with the information of the relevant Commitment. |
Purchase Vehicle | This attribute will be selected by users to define the type of requisition and Purchase Requisition and their relevant rules. |
Purchasing Office | ID of the Purchasing Office. It is the Institution that process the Purchase Requisition and follows it up. |
Ship To | System will default this value if available based on attribute 'Receiving Location' of Institution screen. According to value of 'Purchasing Office' selected by users. Users can change it, however user can only select Institutions where attribute 'Is receiving location' is True. |
Invoice To | System will default this value if available based on attribute 'Invoice to Office' attribute of Institution screen. According to value of 'Purchasing Office' attribute selected by users. Users can change it, however user can only select Institutions where attribute 'Can be office to be invoiced' is True. |
Inspected At | System will default this value if available based on attribute 'Inspection Location' of Institution screen. According to value of 'Purchasing Office' attribute selected by users. Users can change it, however users can only select Institutions where attribute 'Is inspection location' is True. |
Requester | ID of the Requester. It is the office that requires the goods or creates the Requisition. |
| Project | This attribute will be selected by the user to define the project that the purchase belongs. |
Buyer | ID of the Buyer assigned to process the Purchase Requisition. The Buyer is the authorized employed for purchasing Goods or Services on behalf the Institution. If the Restrict Buyer to Institutions parameter is True, then the system will allow only IDs from Buyers who are related with the IDs of requesting Institutions. |
Buyer Acknowledged | Calculated/Updated Display Only Field. Will be updated by the system when the buyer acknowledges the requisition in the workflow, default is Unchecked (False) |
Acknowledgment Date | Calculated/Updated Display Only Field. Will be updated only by the system when the buyer acknowledges the Req., default is Blank. |
Credit Card Buy | Used when the Purchase Requisition needs to be paid using a credit card. This field will be disabled if the attribute Purchasing Vehicle Credit Card Allowed is false in the “Purchasing Vehicle” entity. |
Credit Card Number | Number of the Credit Card that will be used to pay the current purchase, this attribute will be disabled if the 'Credit Card Buy' attribute is False. |
Created By | Refers to the User who created the requisition. |
Creation Date | Creation date of the requisition. |
Approved By | Refers to the User who approved the created Requisition. |
Approval Date | The date when the Purchase Requisition was approved. |
| Purchasing Vehicle Usage Justification | Usage justification of the user selected purchasing vehicle. |
| Estimated Acquisition Date | Indicates the estimated date when goods/services will be required to be bought by the institution. |
Language | Users can select Language of the Purchase Requisition from Dropdown list. |
Description | Purchase Requisition purpose description, or if required, contextual information supporting a Purchasing policy exception, assuming that a future audit may occur. |
Template Name | Purchase Requisition Template name. |
Suggestion | Free Text attribute to allow users to enter any specific suggestions related to the Requisition. |
Special Instruction | Free Text attribute to allow users to enter any Special Instructions related to the Requisition. |
Sole Source Justification | Criteria justifying the selection of a Sole Source Supplier (i.e., Open Purchase Order, etc.). |
Purchase Requisition Items Tab | Section for defining the Purchase Requisition Items. Each Item must break down into Drops. |
Clauses Tab | For some Purchase Requisitions, users may wish to attach one or several standard legal clauses / discharge of responsibility. |
Suggested Vendors Tab | Collection of 0 to many suggested vendors for the Requisition. |
Attachments Tab | It allows attaching files that the Institution may consider relevant for supporting the Purchase Requisition (for instance, associated contracts, law requirements, order management, etc.). Each file may have a Title, Description, Date, User, and document Language (see details in document “How to Perform Common Tasks”). |