Create a requisition for consumption

Note

We will not be accepting edits to this topic, because it is generated from a business process in Lifecycle Services.

This procedure walks you through the process of creating a requisition. It shows you different ways to search for products in your procurement catalogue and how to add a product that isn’t in your catalogue. Before you start this procedure, you must have a purchasing policy set up with Consumption as the default type of requisition. You can walk through this procedure in demo data company USMF, or using your own data. The procedure can only be carried out by a user profile that is set up as worker. This task would normally be carried out by an employee. The Employee employ security role will allow you to carry out the tasks, or if you’re using USMF, you can log in as Alicia.

Create a new requisition

  1. Go to Procurement and sourcing > Purchase requisitions > Purchase requisitions prepared by me.
  2. Click New.
  3. In the Name field, give the requisition a name.
  4. In the Requested date field, enter a date.
    • By default, the requested date and accounting date are copied to the purchase requisition lines. They can be changed at the line level. The requested date is the requested delivery date.
  5. In the Accounting date field, enter a date.
    • The accounting date is used to record the accounting entry in the general ledger, and to validate whether budget funds are available.
  6. Click OK.
  7. In the Reason field, click the drop-down button to open the lookup.
    • By default, the business justification reason that you select appears for the purchase requisition lines, but you can change it at the line level.
  8. In the list, find and select the desired record.
  9. Select the reason
  10. In the details field enter a more descriptive justification for the requisition

Add a line to the requisition

  1. Click Add line.
    • There are two ways of adding lines to the purchase requisition. If you already know the product number or you already know that you are requesting a product that is not in the product catalogueue, then you can add the line directly with "Add line". The other way is to use "Add products" where you can use searching and filtering to find items in the product catalogueue.
  2. Click on the row you just created.
    • The requester is the worker that has requested the requisition.
    • By default the person preparing the requisition is the worker who has requested it. You have to be given permission to prepare a requisition line on behalf of another worker. If you have such permissions then the other workers will show up in this lookup.
  3. In the Item number field, type a value.
    • The items that are available for you to choose are limited by the category access policy and the procurement catalogue for the buying legal entity.
  4. In the Quantity field, enter a number.

Add more products to the requisition

  1. Click Add products.
    • This is the option where you can search for products in the product catalogueue.
  2. In the Find procurement category node field, type the first part of the name of the category that you are looking for, and then click Enter.
    • For example, type comput.
  3. Use the InvokeDefaultButton shortcut.
  4. Use the Filter to filter the list of products in the selected category.
  5. Select the product card that you want to add to the requisition.
  6. Click Add to lines.
  7. In the Quantity field, enter a number.
  8. In the Find procurement category node field, type the first part of the name of the category that you are looking for, and then click Enter.
    • For example, type High (highlighters).
  9. Use the InvokeDefaultButton shortcut.
  10. Click Add unlisted product to lines to add a product that’s not listed in the procurement catalogue.
  11. In the Product name field, type a value.
  12. In the Unit field, type a value.
  13. Click OK.
  14. In the Item description field, add a description of the product.
  15. In the Quantity field, enter a number.
  16. In the Unit price field, enter a number.
    • If you know the price for a particular vendor (that you select in the vendor account field) then that price can be entered
  17. In the Vendor account field, click the drop-down button to open the lookup.
    • The vendors that are available in this field depend on the purchasing policies and the status that the vendor has for the current procurement category. As an alternative to selecting a vendor here, you can click the Suggest vendor button.
  18. In the list, select the vendor you want to use.
  19. In the External item number field, type a value.
    • This is a reference number for the product that is known by the vendor. For example, this could be the item number of the product in the vendor's own catalogue.
  20. Click OK.

Distribute amounts

  1. Click Financials.
  2. Click Distribute amounts.
    • This process shows you how to distribute the cost for the first line between 2 accounts. This can also be done later when the requisition is in review.
  3. Click Split to create a new distribution line.
  4. In the Ledger account field select the first cost centre that should take part of the cost.
  5. Select the other distribution line.
  6. In the Ledger account field specify the other cost centre.
  7. Click Distribute equally.
  8. Close the page.

View line details

  1. Toggle the expansion of the Line details section.

Submit the requisition

  1. Click Workflow to open the drop dialog.
  2. Click Submit.
  3. Close the page.
  4. In the Comment field, type a note for the approver of the requisition.
  5. Click Submit.
  6. Close the page.
  7. Refresh the page.