Creating Requisitions

You can use the PO module to track the requisition workflow for your organization.

The flexibility of this module allows you to move requisitions through three specific routing types (Quote, Stock, and Purchase), as well as include an approval process, if necessary.

The rest of this topic discusses how to create and route requisitions through each routing type. Click here for a visual representation of the requisition process.

Using the Quote Route

When purchasing materials or part for jobs, equipment, inventory, or other needs, you may prefer to solicit price quotes from one or more vendors before making a purchase. Using the PO module, you can incorporate this process by initializing quotes from existing requisition lines, print the quotes to send to vendors for pricing, get quote approval, and initialize quotes to purchase orders.

To create a requisitions using quote routing:

  1. Initialize a requisition from either the Equipment Management (EM) or Inventory (IN) modules using PO Requisition Initialization, if applicable. Make sure to select ‘0-Quote’ from the Route drop-down. For more information, see PO Requisition Initialization.
    Note: When initializing from EM, the system creates requisitions based on open work orders. When initializing from IN, the system creates requisitions from low stock based on preset reorder quantities. For more information on either option, see Initializing Requisitions.
  2. Initialize a requisition from the Project Management (PM) module using PM Material Detail, if applicable. For more information, see PM Material Detail.
    Note: When initializing from PM, the system creates requisitions based on materials that you entered for jobs in PM Material Detail. For more information, see Initialize POs/MOs/Quotes/Requisitions.
  3. Create the requisition in PO Requisition Entry, if you did not initialize it from another module. This includes specifying the route type (Quote) in the Route field. For more information, see PO Requisition Entry.
    Note: If you initialized from EM, IN, or PM, the requisitions appear automatically on this form. You can the edit details here, as necessary.
  4. If you require approval for requisitions, reviewers must approve the requisitions using PO Requisition Reviewer prior to initialization. For more information on setting up the approval process for requisitions, see Assigning Reviewers to Requisitions.
  5. Initialize the quote using PO Quote Initialization. For more information, see PO Quote Initialization.
    Note: You cannot enter quotes manually; they must be set up via initialization. This allows for vendor pricing based on volume purchasing.
  6. Assign the appropriate vendor(s) to the quotes using PO Quote Edit. For more information, see PO Quote Edit.
  7. Print the PO Requisition Quote Form report and send it to the appropriate vendor(s).
  8. Once you determine the quote and vendor to use, enter the associated information into PO Quote Edit.
  9. If you require approval for the quote, reviewers must approve the quote using PO Requisition Reviewer prior to initializing a purchase order. For more information see PO Requisition Reviewer.
  10. Initialize the requisition to a purchase order using PO Initialization. For more information, see Creating the PO Batch.
Note: You can edit requisition lines as necessary (in PO Requisition Entry) as long as you have not added them to a quote. The system disables lines associated with a quote to prevent any further changes. However, if you should need to change the information on a requisition line, you can remove the line from its associated quote (only for non-posted purchase order batches). This enables the requisition line (in PO Requisition Entry) and allows you to make any necessary changes.

You can now process the purchase order.

Using the Purchase Route

If you do not require a quoting process, you can simply direct routing to purchase orders. If you do not require approval for purchase, you can streamline the process even further by setting approval requirements for each situation.

The following instructions describe how to create requisitions using purchase routing.

  1. Initialize a requisition from either the Equipment Management (EM) or Inventory (IN) modules using PO Requisition Initialization, if applicable. Make sure to select ‘1-Purchase’ from the Route drop-down. For more information, see PO Requisition Initialization.
    Note: When initializing from EM, the system creates requisitions based on open work orders. When initializing from IN, the system creates requisitions from low stock based on preset reorder quantities. For more information on either option, see Initializing Requisitions.
  2. Initialize a requisition from the Project Management (PM) module using PM Material Detail, if applicable. For more information, see PM Material Detail.
    Note: When initializing from PM, the system creates requisitions based on materials that you entered for jobs in PM Material Detail. For more information, see About PO/MO/Quote/Requisition Numbers.
  3. Create the requisition in PO Requisition Entry, if you did not initialize it from another module. This includes specifying the requisition route (Purchase) in the Rout field. For more information, see PO Requisition Entry.
    Note: If you initialized from EM, IN, or PM, the requisitions appear automatically on this form. You can the edit details here, as necessary.
  4. If you require approval for requisitions, reviewers must approve the requisitions using PO Requisition Reviewer prior to initialization. For more information on setting up the approval process for requisitions, see Assigning Reviewers to Requisitions.
  5. Initialize the requisition to a purchase order using PO Initialization. For more information, see Creating the PO Batch.
Note: You can edit requisition lines using PO Requisition Entry as long as you have not added them to a purchase order. The system disables lines associated with a purchase order to prevent any further changes. However, if you should need to change the information on a requisition line, you can remove the line from its associated purchase order (only for non-posted purchase order batches). This enables the requisition line (in PO Requisition Entry) and allows you to make any necessary changes.

You can now process the purchase order.

Using the Stock Route

If you know that you have required items in stock at one of your companies, you can create a requisition for transferring inventory from one location to another.

The following instructions describe how to create requisitions using stock routing.

  1. Create the requisition in PO Requisition Entry. This includes specifying the requisition route (Stock). For more information, see PO Requisition Entry.
    Note: If you initialized from EM, IN, or PM, the requisitions appear automatically on this form. You can the edit details here, as necessary.
  2. If you require approval for requisitions, reviewers must approve the requisitions using PO Requisition Reviewer prior to creating a material order. For more information on setting up the approval process for requisitions, see Assigning Reviewers to Requisitions.
  3. Create a material order for the requisition in IN Material Order Entry. For more information, see IN Material Order Entry.

    Initializing Requisitions

    Assigning Reviewers to Requisitions

    Creating the PO Batch

    PO Requisition Initialization

    PO Quote Edit

    PO Requisition Reviewer

    PM Material Detail

    IN Material Order Entry