Using the Special/Service task

This procedure describes how to use the Special/Service task to add special or service items to a requisition.

Two decisions affecting special items were made in your company's rqc_config.xml file or RQ95.1 configuration: how special items are validated and how special item comments display. Special items can be validated using no validation (skip), receiving a prompt to add the item from the catalog (warn), or not being able to add because the item is available in the catalog (deny).

The Deny and Warn features are used to inform users if the item they are requesting matches the one already set up in the Item Master, Vendor Item, or Manufacturer Number database fields. The Deny feature prevents the item from being added to the requisition. With the Warn feature, users are shown items that match to see if they are requesting a special item by mistake.

Comments can be added to special items, and they display differently depending on the Comments for Special Items flag in the rqc_config.xml file or RQ95.1 configuration setup. These are the options on how comments appear when adding special items:

Auto: Creates a comment only if the item description exceeds 30 characters (default).

Explicit: Limits the item description to 30 characters and provides a Comments box.

None: Limits the item description to 30 characters and disables comments.

You can enable a task using Requesters (RQ04.1) or Company (IC01.1). You can enable a task for a requester but not the company, providing the requester access to the task when no one else in the company has access.

Note: By default, items added through Special/Service are on a separate requisition from items added through Punchout. To allow Punchout requests to be combined with non-Punchout items, set Allow Combined Items = Yes in the rqc_config.xml file or RQ95.1 configuration setup.

See Special/Service item.

Complete these steps to create requisitions using the Special/Service task.

On the Find/Shop menu, click Special/Service.
To add an item to your requisition, specify this information:
Note: All fields with drop-down arrows enable you to select from the database. Fields can be set up for highlighting as required in the rqc_config.xml file or RQ95.1 configuration.
Item

Specify the item that you will request. Item validation against the item master is handled based on the setting of your rqc_config.xml file or RQ95.1 configuration.

Item Type
There are three item types; Amount Service, Quantity Service, and Special.
- Amount Service is a service with a flat fee. The quantity is always set to 1 (no Item Master record).
- Quantity Service is a service with a per unit cost (no Item Master record).
- Special is an item that is not tracked in inventory (no Item Master record).
Special Item Validation
These are the settings from the rqc_config.xml file or RQ95.1 configuration for validating special items:
- The Warn displays a warning if the item you are requesting matches one already set up in the Item Master, Vendor Item or Manufacturer Number fields. The matching items that are set up in Lawson are displayed, which indicates that you are requesting a special item in error.
- The Deny displays a notification if the item you are requesting matches one already set up in the Item Master, Vendor Item or Manufacturer Number fields. This stops the item from being added to the requisition.
Quantity

Specify the quantity of the item that you will request. The default is 1.

Note: The Quantity field has a maximum quantity of 999,999,999.

UOM

The unit of measure for the product that you will purchase. For example, bag, box, 12 pack, and so on. Select the unit of measure from the menu.

Cost

Specify the cost of the item that you will purchase.

Taxable

Select whether the selected item is taxable.

Tax Code

Specify the code from the Tax application.

Item Description

The Item Description box enables you to specify up to 30 characters of free-format text. The item description text appears as a delivery ticket and purchase order comment, and a description of the item.

You also have the option to change how this is handled based on the setting of your rqc_config.xml file or RQ95.1 configuration.

Late Delivery Date

The latest date that the item can arrive and still be acceptable. You do not have to specify a late delivery date.
After you have specified the required fields and pressed Enter, the item is automatically added to your requisition.
Click Add to add the item to the being added to the requisition..
Click Release to move the requisition to the next processing stage.