Purchase requisitions
Purchase requisition approval process
When the last approver in the external approval process approves a requisition, the Spend Approved check box is selected on the requisition header. Irrespective of the value of the Requisition Check Available Budget upon field in the Budget Control Policy (tfbgc0110m000) session, the budget check is automatically executed.
If the Budget Exception check box is selected for one or more lines that are not rejected, the requisition cannot be approved. First the budget exception must be handled. To handle the budget exception, requisition lines with the Spend Approved check box selected can be modified, as well as the linked BAD. When the budget exceptions are handled for all lines and the budget check is done for all lines, the requisition status changes from Pending Approval to Approved.
Budget exceptions for rejected lines can be ignored during approval. The commitments for these rejected lines are reversed during final approval.
Purchase requisition conversion process
Approved requisitions can be converted to a purchase order or request for quotation (RFQ).
When a requisition line is converted to a purchase order, the requisition line's Commitment transaction is reversed when the purchase order line's Encumbrance transaction is booked. The moment of budget checking and encumbrance booking is determined by the Purchase Order Check Available Budget upon field in the Budget Control Policy (tfbgc0110m000) session. If this field is Document Entry, the requisition commitment is reversed at purchase order line entry. If this field is Document Approval, the check and update are performed at purchase order approval and, therefore, the requisition commitment is reversed when the purchase order line is approved for the first time. The commitment is also reversed when the generated purchase order line is deleted or canceled.
- The link between the requisition and the purchase order line is stored in the Linked Requisition Line Data (tdpur2502s000) and Purchase Order Line - Linked Information (tdpur4502s000) sessions.
- When a requisition line is converted to a purchase order line, the BAD is copied to the order line.
When a requisition line is converted to an RFQ, the requisition line's Commitment transaction is not reversed, because budget transactions are not booked for RFQs. The reversal of the commitment booking is done when the generated RFQ is deleted or when it is converted to a purchase contract or price book. When the RFQ is converted to a purchase order, the requisition commitment is reversed when the generated purchase order line is created or approved, dependent on the Purchase Order Check Available Budget upon parameter, or when it is deleted or canceled.
- The link between the requisition and the RFQ is stored in the Linked Requisition Line Data (tdpur2502s000) and the link between the purchase order and the RFQ is stored in the Purchase Order Line - Linked Information (tdpur4502s000) and Linked RFQ Data (tdpur1502s000) sessions.
- When a purchase order line is generated from an RFQ line that was generated from a requisition line, the BAD of the requisition line is copied to the order line. The BAD can only be copied if the financial companies of the requisition and order are still the same.
- Converted requisitions can only be deleted if the requisition line's Commitment budget transaction was reversed by the linked purchase order line or RFQ line.