Sales

Services - Purchase Requisitions

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 Access:   Sales   >   Services

1. The Service Listing screen will be displayed.
2. Select the Site where the service can be located.
   • The example has Durban selected.
3. Select the Status for the service.
   • The example has Active selected.
4. Click on the row of the service you wish to list purchase requisitions for.
5. Click on the Requisitions tab.

6. The Purchase Requisitions for Service [service code] list screen will be displayed.
7. All the services that have been created for the created will display on the screen.
8. Ensure that the correct Site has been selected, or
   • Change the Site if you wish to add a requisition for a service located on another site.

Add Purchase Requisition for Service

9. Click on Add.

Short cut key: Right click to display the Process menu list. Click on Add.

10. 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.
11. Click on the radio button of the option you require.
    • The example has Part requisition selected.
12. Click on Accepted.

13. The Add new Requisition screen will be displayed.
14. 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

1. From the Purchase Requisitions for Service [service code] screen,
2. Click on the row of the Purchase Requisition you wish to edit.
3. Click on Edit.

Short cut key: Right click to display the Process menu list. Click on Edit.

4. The Edit Requisition - [requisition number] screen will be displayed.
5. The example has a Delivery Fee added to the Requisition.
6. 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.

1. From the Purchase Requisitions for Service PR[requisition number] screen,
2. Click on the row of the Purchase Requisition you wish to close.
3. Click on Delete.

Short cut key: Right click to display the Process menu list. Click on Delete.

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

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

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

10. Note the Status has changed to [C] to indicate that the Purchase Requisition has been Closed.
11. Click the Close icon 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.

1. From the Purchase Requisitions for Service [requisition number] screen,
2. Click on the row of the Purchase Requisition you wish to view.
3. Click on View.

4. The Edit Requisition - [requisition number] screen will display the Requisition information for the requisition you have selected.
5. 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.

1. From the Purchase Requisitions for Service [service code] screen,
2. Click on the row of the requisition you wish to release for approval.

   Note the Status for the example as R - Released

3. Click on Hold.

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

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

7. When you receive the Requisition - Process message to confirm;
   • The requisition no. [requisition number], has been placed on hold successfully.
8. 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.

1. From the Purchase Requisitions for Service [service code] screen,
2. Click on the row of the requisition you wish to release for approval.
3. Click on Release.

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

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

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

Approve Requisition

1. From the Purchase Requisitions for Service [service code] screen,
2. Click on the row of the requisition you wish to approve.
3. Click on Approve.

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

4. When you receive the Process Validation message to confirm;
   • Are you sure that you want to authorise requisition PR[requisition number]?
5. Click on Yes.

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

Decline a Purchase Requisition

1. From the Purchase Requisitions for Service [service code] screen,
2. Click on the row of the requisition you wish to decline.
3. Click on Decline.

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

4. When you receive the Process Validation message to confirm;
   • Are you sure that you want to decline requisition [requisition number]?
5. Click on Yes.

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.