Generating a Purchase Requisition

Generating a Purchase Requisition

Requisitions are a requirement in some companies where goods have to be requisitioned approved before ordering. The Requisition menu creates a requisition for the selected supplier, and allows for editing and deleting existing requisitions.

To generate, edit or delete a Requisition :

1. Select Suppliers in the Folders list.

2. In the Purchases menu bar, click the drop-down arrow to the right of Requisition.

3. Select Add New Requisition.

   When adding a new purchase requisition, the following screen appears:

   

Image Description

The New Purchase Requisition screen in ABM. The title bar reads "New Purchase Requisition - 2012 - ACME Insurance." The toolbar includes buttons for Save & New, Save & Close, Cancel, Open, Insert a Blank Line, Remove the Highlighted Line, Insert the Notepad, Reserve Stock for a Service Call, Update All Delivery Dates, and Hide Completed Lines. Below the toolbar are tabs for Header, Product Item, Text Item, Ledger Item, and Job Item. The Product Item tab is active, showing fields for Product Code, Description, Quantity, Unit Cost ex GST (0.0000), GST Code (10% GST), GST Amount, and an Update Selling Prices button. Cancel Item and Next Item buttons appear at the bottom right. The lower grid displays columns for Code, Description, Quantity, Price, Discount, Exc GST, GST, and Inc GST with a Batch Total of 0.00.

New Purchase Requisitions

The Requisitions screen contains the following:

• Requisition Header

• Product Item

• Text Item

• Ledger Item

• Job Item

  **Requisition Header ** The first part of generating a requisition from the potential supplier is to enter the basic details into the Requisition Header fields. These fields are:

• Supplier Code: Enter the unique identifying code for the supplier here. Alternatively, press F3 or click the button to the right of the field to select from the supplier list. To create a new supplier account, see Setting up Supplier Accounts.

• Supplier Details: Enter the name and address of the supplier here, as entered in the set up phase. Supplier details appear here when you enter the supplier code in the previous field.

• GST/VAT Applies: By default, this box is checked, indicating that the requisition is subject to Tax. If this is not the case, uncheck the box.

• All Prices: Click the drop-down list to choose an option. If 'Exclude GST/VAT' is selected, then GST/VAT will be added to all prices entered.

• Requisition Number: By default, this is set to 'New Requisition'.

• Requisition Date: Enter the date on which the requisition is made. This field is set to today's date by default. Press F3 or click the button to the right of the field to check the calendar.

• Requisition Status: In some organisations requisitions will need to be approved before being converted to an order. Therefore, when a new requisition is created the status is set to Pending. When the requisition is approved, the status can be changed by an authorised user to Approved at the time of creation, or by editing the requisition later.

• Add First Line Item: Once all the details have been entered, select this option to add details to be included in the requisition, such as products. The details appear on the grid below the field, as they are entered. The totals also appear, so you can see at a glance the running totals for the requisition.

  **Product Item **

• Product Code: Enter the code of this product for this purchase. Press F3 or click the button to the right of the field to select from the list. If you know the barcode, enter the barcode and it will automatically be recognised. By default the quantity is set to first unit of measure in the field to the right. You can select a different unit of measure if more than one unit of measure has been set up for that product. See Setting up Product Accounts to set up a new unit of measure for the product.

• Description: Once the product code or barcode is entered, the description of the product, as entered in the set up phase appears.

• Unit of Measure: You can select the unit of measure that you wish to purchase. If you have three units of measure set up in your product list Each,Box,Carton and you wish to purchase 5 boxes, then select Box as the unit of measure. When you deliver/invoice the requisition, the product quantity on hand will be increased by the total number of units. Example: If the Box contains 10 units and you order 5 Boxes, then the total number of units placed in stock will be 50. If you only have one unit of measure set up for the product, then this option will be disabled.

• Quantity: Enter the quantity required at this time. Press F3 or click the calculator to the right of the field to enter the amount. Note that the details of the current inventory of this product also appear to the right of this field.

• Unit Cost ex. GST/VAT: Enter the unit cost of the item, excluding Tax.

• Discount %: Enter the discount rate that applies to this line item, if any. The default discount rate is set at 0.00%.

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator to the right of the field to enter the amount.

• Update Selling Prices: Select this option to update and store the selling prices of the selected product based on is new cost.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another product description to the grid for this requisition. Note the details appear in the grid at the bottom of the screen.

  **Text Item **

• Block of Text: You can enter unlimited text to describe a product in more detail. After you have entered your text, click 'Next Item' and the text appears in the 'Description' field of the grid. Note the details appear in grid at the bottom of the screen.

  **Ledger Item **

• Account Code: Enter the appropriate ledger account code here. Press F3 or click the button to the right to select an account code from the ledger list. See Adding a Ledger Account for details on how to set up a ledger account.

• Description: The description entered here appears on the printed document and on the ledger account history.

• Quantity: Enter the quantity required at this time. Press F3 or click the calculator to the right of the field to enter the amount.

• Unit Cost ex. GST/VAT: Enter the unit cost of the product, excluding Tax here. Press F3 or click the calculator to the right of the field to enter the amount..

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the GST/VAT amount if different from the calculated figure.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the text line for this requisition. Note the details appear in the grid at the bottom of the screen.

  **Job Item **

• Job Code: Enter the code of the job for this purchase or press F3 or click the button to select from the list. To set up a job record, which includes a job code, see Adding Jobs.

• Description: Once the job code is entered, the description of the job, as entered in the set up phase appears.

• Quantity: Enter the quantity required at this time. Press F3 or click the calculator to the right of the field to enter the amount.

• Cost Centre: Enter the cost centre name here, i.e. 'Installation'. Press F3 or click the button to select from the list. To set up a new cost centre, see Adding Cost Centres.

• Unit Cost ex. GST/VAT: Enter the unit cost of the job, excluding Tax here. The cost can be changed by entering a new one, by pressing F3 or by clicking the button to select from the list.

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the current line item for this requisition. Note the details appear in the grid to the bottom of the screen.

  Save Settings When you have entered the relevant details, select either: Save and Close: This will save the information and bring you back to the main menu. or: Save and New: This will save the information and open a new 'New Purchase Requisitions' screen.