Manually creating a requisition

Access Requisition (RQ10.1).

Select a requester ID in the Requester field.

Define your requisition header information on the Header tab.

Specify this information:

Company

Select the company number.

Requesting Location

Select the location that is requesting the items. This location can be an inventory location defined in Location (IC02.1) or a non- inventory location.

All requesting locations must be defined in Requesting Locations (RQ01.1). A default requesting location can be assigned to the requester in the Requesters (RQ04.1) Main tab. You can override the default with each requisition.

Deliver To

Specify additional delivery instructions, such as the name of the person receiving the items. The information specified will appear online and are printed on the delivery ticket.

From Company

If your company has intercompany relationships defined with other related companies, then select from the company from which the item is coming (the source company). Intercompany relationships are relationships between companies that let transactions pass between them.

From Location

Select the source location associated with the "From" company. The location is the inventory location that supplies the items or the Purchase Order ship-to location that receives the items.

Location Rule

Location rules allow you to define how to source the goods during the allocation process. You can assign location rules at the Requesting Location (RQ01.1), on the Header tab of Requisitions (RQ10.1), or on the Miscellaneous subtab of the Lines tab on Requisitions (RQ10.1).

Requested Delivery Date

Specify the date that you want the items to be delivered. Requisitions with the oldest requested delivery date having backorders are allocated before later dated requisitions.

Priority

If you allocate by priority, you can assign a priority number to the requisition. Allocation method and basis are defined in Company (IC01.1).

Quote Required

Specify whether the buyer is to get quotes for this requisition before it is made into a purchase order.

Print Requisition

Select Yes to print the requisition when you run Print Requisitions (RQ111). This field value defaults based on the approval assigned to the requester (but can be overridden when creating the requisition).

PO User Fields

Specify a user-defined field value for the purchase order header user field. With these fields, you can assign data you want to record on your purchase orders.

PO User Date Fields

Specify a user-defined field value for the purchase order header user date field. With these fields, you can assign data you want to record on your purchase orders.

User Analysis

Specify the identifier for the user analysis values included in the transaction.

You can specify up to four values to open the User Analysis Entry subform. Use this subform to select the user analysis values you want to include in the transaction. If you choose to specify values, use commas to separate them. For example: value1,value2,value3,value4.

There are three conditions that affect how you can select user analysis values. See the Strategic Ledger User Guide for additional information.

Single Document to a PO

Specify whether to create one purchase order from one requisition. If you select Yes, multiple vendors are allowed on the requisition (the application creates one purchase order for each vendor).

During requester setup, you specify whether the requester is allowed to set the Single Document to a PO field to Yes. If you did not allow it, that requester cannot add a requisition whose Single Document to a PO field is set to Yes.

Note: If you specify a PO user field value, the Single Document to a PO field must be set to Yes.

Select the Comments button to add comments to the requisition header. (The Comments button appears after the requisition header is added.)

To define default information for all your requisition lines, use the Miscellaneous tab.

Specify this information:

Accounting Unit

Select the applicable accounting unit to default the accounting unit onto every newly added line (can be changed using the defaulting rules on PO01.4). The accounting unit is a shorthand notation representing the variable level number. When used in the GL Account Master file, the accounting unit must be defined in the GL Names file as a posting accounting unit.

Account

Select the applicable account to default this value onto any newly added line (can be changed using the defaulting rules on PO01.4). This field, along with the accounting unit and subaccount, make up the expense account for the requisition charges.

Activity

Select an activity defined in Project Accounting.

Activities are the processes or procedures that produce work. Cost objects (products, services, customers, and so on) are the reasons for performing the activity. Activities and cost object activities are used synonymously in Project Accounting. Direct costs are posted to activities, and indirect costs are allocated to activities based on activity drivers.

Activities are grouped or organized by activity levels. There are two types of activities: "posting allowed" and "summary only." Use posting level activities to budget and maintain all posted transactions. Summary activities or macro activities combine information and balances from lower level activities for reporting and inquiries.

When you add or change a requisition line distribution for a specific activity, the Requisitions logic checks the activity budget. If the activity is assigned to an activity group for which a budget is defined and if the distribution will result in going over the activity budget, an error message displays: "Add or change complete; activity budget will be exceeded." This message only displays before release of the requisition.

If no activity budget overage will result, the system creates a budget commitment record when you release the requisition.

Account Category

Select an account category, defined in Project Accounting.

Account categories are groupings of costs, revenues, or a combination of both used for reporting and inquiries for activities in Project Accounting. All transactions are posted to an account category within an activity. You can assign a specific general ledger account or range of accounts (company, accounting unit, account, and subaccount) that make up the transactions posted to an account category using Account Assignment (AC07.1).

Vendor

Select the suggested vendor code for the requisition. The suggested vendor prints on the requisition when you run Print Requisitions (RQ111). The vendor can be changed when a purchase order is created. The vendor must be previously defined in Vendor (AP10.1).

For information on vendor defaulting, visit the Knowledge Base.

Vendor Name

Specify the recommended vendor's name for the requisition. If you leave this field blank, it defaults to the vendor's name defined in Vendor (AP10.1).

Purchase From

Select the suggested purchase from location for the specified vendor. Vendors can have multiple purchase from locations. The purchase from location code prints on the requisition when you run Print Requisitions (RQ111). As with the vendor code, the purchase from location can be changed when a purchase order is created for the requisition. The Purchase From location code must be defined in Vendor Location (AP10.2).

Currency Code

Select the currency code for the requisition.

You cannot select a currency code if the Vendor or Vendor Purchase From fields are blank.

Buyer

Select the user- defined buyer code defined in Buyer (PO04.1).

Tax Code

Select the tax code used to determine if this item is taxable when purchased at this location and to extract the tax data from the Tax file based on this tax code.

Taxable

Select whether an item is taxable when purchased for this location.

Select Taxable to specify if this item is taxable when it is purchased for this location.

Select Exempt to specify if this item is exempt.

The default is Exempt.

Comment Code

Use this field to select a previously defined comment that applies to the entire requisition.

You define comment codes using Comment Codes (PO12.1).

Sourcing Event

Specify whether a Strategic Sourcing is required. For Strategic Sourcing users, if you select Required, you bypass the purchase order processing for the requisition and create a Sourcing Event.

By selecting Required at the requisition header level, the value defaults to any lines added to the requisition.

To be able to select Required, Strategic Sourcing must be implemented.

Select No to use normal purchase order processing for the requisition.

You cannot use RQ10 to send a requisition to Strategic Sourcing if the RQ10 Vendor field is populated with a value that originated on Vendor Default Hierarchy (PO01.4). Instead, select Not Required in this field and use Purchase Order Worksheet (PO23) to send the requisition to Strategic Sourcing.

To add lines to your requisition, use the Lines tab.

Specify this information:

Line

This field displays the system-assigned line number for the requisition line. The application increments the number by one with each added line.

Item

Select the item to add to the requisition.

Quantity

Specify the number of the item you want to request.

UOM

Select a valid unit of measure for the item (the value may default).

Unit Cost

Specify the transaction unit cost.

Currency

Specify the transaction currency code.
Add detail to the requisition lines by choosing from these line tabs.

Line Detail tab

Select this tab to add information about the requisition line, such as the accounting unit, account, subaccount, activity, billing category, and requested delivery date. You can also specify the vendor item. If you leave the vendor item blank, it defaults to the default vendor item of the Lawson item and vendor.

Select the Mult button to add multiple account distributions for the requisition line. Multiple account distributions can be added to any non-stock, special, or service item (but only to IS transactions for inventory items). (The Mult button displays after the line has been added.)

Select the Add Comments button to add comments to the requisition line.

Select the Accessories button to add line accessories for kit items.

Purchasing tab

Add purchasing information for the line, such as vendor, vendor's purchase from location, buyer, tax code, and whether the item must be inspected.

If you are using Contract Management, Contract Group, Contract, Tier, and Preferred appear on the Purchasing tab.

Classes/Code tab

Add major and minor purchasing class information, including the manufacturer of the item and GTIN. Purchasing classes are set up using Purchasing Class (IC07.1).

You can also analyze spending by selecting a commodity code for the requisition line.

In the Sourcing Event field, you specify whether a sourcing event is required. For Strategic Sourcing users, if you select Required, you bypass PO processing for the requisition and create a sourcing event. (To select Required, Strategic Sourcing must be implemented first.) For more information, see the Strategic Sourcing User Guide.

Miscellaneous tab

Select additional information for the line, such as delivery location, whether to cancel unwanted backorders, and location rule.

Line User Fields tab

Add user-defined information for the requisition line.

Currency tab

View the base unit cost and conversion rate for the requisition line.

To create a requisition from a previous requisition or procurement template, use the Template tab.

Specify this information:

Requisition

Select a previous requisition number to copy from. You can select individual lines to copy to the new requisition.

Procurement Template

Select a procurement template to create a new requisition. Procurement templates are set up using Procurement Templates (PO15.1).

Display Sequence

Specify the Select and Copy display sequence for the items from the requisition or procurement template:

Line
Item

To specify drop ship information, use the Drop Ship tab. A drop ship location is a non-standard location, such as the requester's location. The vendor ships items directly to the drop ship location, not to the company's receiving location.

Specify this information:

Drop Ship

Specify whether the receiving process needs to be performed for the goods shipped by the vendor directly to a drop ship location.

Drop Ship to Requesting Location Address

If you want the address to fill in from the requesting location address, select Yes.

To manually specify a name and address, select No (default).

Drop Ship to Requester Address

If you want the requester's address to fill in from the requester, select Yes.

To manually specify a name and address, select No (default).

Note: You can specify a selection in either of these fields, but not both:

Drop Ship to Requesting Location Address
Drop Ship to Requester Address

To specify information about the billing address, contact person, and other billing details, select the PO Bill To tab.

Specify this information:

PO Bill To Name: Specify the name of the person or company to which the billing is issued.
Address 1: Specify the first line of the address to which the billing is sent.
Address 2: Specify the second line of the address to which the billing is sent.
Address 3: Specify the third line of the address to which the billing is sent.
Address 4: Specify the fourth line of the address to which the billing is sent.
City or Address 5: Specify the city or the fifth line of the address to which the billing is sent.
State or Province: Specify the state or province to which the billing is sent.
Postal Code: Specify the postal code of the address to which the billing is sent.
County: Specify the county to which the billing is sent.
Country Code: Specify the country code of the country to which the billing is sent.
Contact: Specify the contact for the Bill To address that is in the purchase order header.
Telephone: Specify the phone number of the person or entity to which the billing is sent.
E-mail: Specify the e-mail of the person or entity to which the billing is sent.

To specify user-defined information for the requisition header, use the User Fields tab.

Add the requisition by selecting the Add form action.

Select the Release form action to release the requisition.