Services - Purchase Requisitions

Sales

A Service Request gets raised for a Purchase Requisition and Purchase Order for a Third Party Sub-Contracting Service. For example where a service that a Customer requires, but needs to be performed by another company.

Ribbon Select Sales > Services

The Service listing screen will be displayed.

The Site filter will be set according to your company configuration. If required, select the Site where the service can be located.

The example has KwaZulu-Natal selected.

Note: Refer to Site Selection for more information.

The State filter will default to 'Active' upon opening and must not be changed for this process.

Note: Refer to State/Type Selections for more information.

Select the row of the Service you wish to list purchase requisitions for.
Click on the Requisitions tile in the Links panel.

The Purchase Requisitions for Service [ ] list screen will be displayed.
All the services that have been created will display on the screen.
Click on the drop-down arrow to select the correct Site.
- In this image, KwaZulu-Natal has been selected.

Add Purchase Requisition for Service

Click on Add.

The What type of request is this? message will be displayed.
- Requisition options available on the screen:
  - Part requisition - Select this option if you are creating a Part Requisition for a service.
  - Service requisition - Select this option if you are creating a Service Requisition.
  - Template - Select this option if you use a template to base the requisition on a preloaded Requisition Template.
Click on the radio button of the option you require.
- The example has Part requisition selected.
Click on Accept.

The Add new Requisition screen will be displayed.
Complete the Part or Service Requisition and then click on Save.

For details on completing the Part Requisition refer to Requisitions - Add, Edit, Delete Item Supplier

For details on completing the Service Requisition refer to Service Requests - Add Service Request

Edit Purchase Requisition

From the Purchase Requisitions for Service [ ] screen -
Select the row of the Purchase Requisition you wish to edit.
Click on Edit.

The Edit Requisition - [ ] screen will be displayed.
The example has a Delivery Fee added to the Requisition.
After making the relevant changes to the Requisition, click on Save.

For details on completing the Part Requisition refer to Requisitions - Add, Edit, Delete Item Supplier

For details on completing the Service Requisition refer to Service Requests - Add Service Request

Delete a Purchase Requisition

By deleting a requisition, you are in fact Closing the Requisition by changing the Status to C - Closed.

From the Purchase Requisitions for Service PR[ ] screen -
Click on the row of the Purchase Requisition you wish to close.
Click on Delete.

When you receive the Confirm close message -
- Are you sure you want to close this purchase requisition(PR)?
Click on Yes if you are certain about your selection.

You will receive the Process Validation message to confirm -
- Are you sure that you want to close requisition [ ]?
Click on Yes if you are certain about your selection.

Next, the Requisition - Process message will inform you that -
- The requisition no. [ ], has been closed successfully.
Click on OK.

Note the Status has changed to [C] to indicate that the Purchase Requisition has been Closed.
Click on Back or Close the screen to return to the Service Listing Screen.

View a Purchase Requisition

When viewing a purchase requisition, no changes can be made to the requisition information, it is view only.

From the Purchase Requisitions for Service [ ] screen -
Click on the row of the Purchase Requisition you wish to view.
Click on View.

The Edit Requisition - [] screen will display the Requisition information for the requisition you have selected.
Click on Back to return to the Service Listing screen.

Place Requisition on Hold

A Purchase Requisition can only be placed on Hold when in the Released or Approved Status.

From the Purchase Requisitions for Service [service code] screen -
Click on the row of the requisition you wish to place on Hold.
Note the Status for the example as R - Released.
Click on Hold.

Short cut key: Right click on the selected row to display a Process menu, click on Hold.

When you receive the Hold Comment screen,
Click in the text area to type a comment or reason for placing the requisition on hold.
Click on Save.

When you receive the Requisition - Process message to confirm -
- The requisition no. [ ], has been placed on hold successfully.
Click on OK.

Note the Status for the requisition that you have placed on Hold has changed to N - New.

Release Requisition for Approval

A Purchase Requisition can only be released for approval when the total value is more than R0, the items have a quantity greater than 0, and all parts have a supplier cost linked.

From the Purchase Requisitions for Service [ ] screen -
Click on the row of the requisition you wish to release for approval.
Click on Release.

Short cut key: Right click on the selected row to display a Process menu, click on Release.

When you receive the Requisition - Process message to confirm -
- The requisition no. [ ], has been released successfully.
Click on OK.

The requisition status has changed from N - New to R - Released.

Approve Requisition

From the Purchase Requisitions for Service [ ] screen -
Click on the row of the requisition you wish to approve.
Click on Approve.

Short cut key: Right click on the selected row to display a Process menu, click on Approve.

When you receive the Process Validation message to confirm -
- Are you sure that you want to authorise requisition PR[ ]?
Click on Yes.

When you receive the Requisition - Process message to confirm -
- Authorisation for requisition no. [ ], has been successful.
Click on OK.

A View Purchase Orders message appear asking -
- Do you wish to view the new purchase order?
Click on Yes if you want a quick link to the newly raised purchase order in order to view or print the order.
Click on No if you want to remain in the Purchase Requisition listing screen.

For a detailed handling of the topic refer to Release for or Remove from Approval.

Decline a Purchase Requisition

A Purchase Requisition can only be Declined when in the Released Status.

From the Purchase Requisitions for Service [] screen -
Select the row of the requisition you wish to decline.
Click on Decline.

Short cut key: Right click on the selected row to display a Process menu, click on Decline.

When you receive the Process Validation message to confirm -
- Are you sure that you want to decline requisition [ ]?
Click on Yes.

When you receive the Rejection Comment screen -
Click in the text area to type a comment or reason for declining the requisition.
Click on Save.

When you receive the Requisition - Process message to confirm -
- The requisition no. [ ], has been declined.
Click on OK.

The requisition status has changed from R - Released to D - Declined.

For a detailed handling of the topic refer to Release for or Remove from Approval.

Clone Requisition

Only requisitions that originated from the Stock Status screen can be cloned.

Refer to Parts - Requisitions - Clone Requisition for information on how to Clone a Requisition.