A Purchase Order Requisition is used to request material or inventory in the field. Once a requisition has been created in the system it can be used to create a purchase order for supplies.
To add a new Requisition, first go to Procurement > Material Requisitions, and click Add.
Figure 1: Add a Material Requisition
On the Main tab, fill out the mandatory information for the Requisition. These fields include the Job Number, Description of the Requisition, Requisition and Due Date, and the Requester. The Supplier, Supplier’s Office, and Attention fields can be entered if known, but are not mandatory.
Figure 2: Fill out Main Tab Details
The Address Tab will show the default job address, as defined by the Job file. If additional Project addresses have been set up previously for this job, they can be selected from the “Required At” Lookup.
Figure 3: Address Tab
Other Details can be filled out if appropriate. Once complete, click Save in the lower right corner.
This will bring up the Requisition lines screen. A requisition number has now been assigned to this record, and its status is Not Issued.
Use the Add Drop-Down selector to choose the kind of line to add, and then click on the green “Add” button on the bottom of the screen. This example will begin with Material.
Figure 4: Add Material Line
Enter in the details of the Material Line, and then save it.
Code - the Material Commodity Code being requisitioned
Description – default Commodity Description, but can be overwritten
Quantity and Unit of the Commodity
The Price can be entered, but as this is only a Requisition, it is not mandatory.
Costing Information – May default in from Commodity, but if not enter in Cost Type, Category, and WBS Code if applicable.
Figure 5: Fill out Material Line
Repeat the last step for any additional materials commodities needed.
Change the Add Drop-Down selector to Inventory, and then click on the green “Add” button on the bottom of the screen. This Inventory line allows for the requisitioning of material, to a job, that is generally purchased by its Inventory number. This is not the same functionality as an Inventory Requisition/Order.
As with the Material lines, enter in the details of the Inventory line, and then save it. Note that the “Code” field for this line will look up against the Inventory Items, not the Material Commodities.
Figure 6: Fill out Inventory Line
Repeat adding Inventory lines as needed.
Inventory Lines have the option to be not purchased, but instead fulfilled from previously purchased Inventory Stock. Using the action bar, and selecting “Fulfil from Inventory” allows the user to create an inventory issue batch for the selected inventory items.
Figure 7: Selecting Fulfil from Inventory from Action Bar
The Fulfil from Inventory screen shows a confirmation of the Quantity of Inventory Item, that is, how many on the full amount of the requisition should be fulfilled from inventory, and a drop down to select the correct Inventory Location to pull from.
When you click Save, COINS creates a new inventory issue batch. Each of the selected items that have a non-zero quantity are put in the batch, and the quantity outstanding on the corresponding requisition line is amended. If the entire requisition quantity has been issued from inventory then this, in effect, closes the requisition line. The batch is posted automatically.
Figure 8: Fulfil from Inventory Screen
Click Save.
Note the changes to this requisition. The Columns displayed now show a Quantity and a Quantity Issued from Inventory.
Figure 9: Saved Requisition Details
Also, as noted, the Inventory batch was created and posted.
Figure 10: Inventory Transaction Report
Hit Next to return to the Material Requisition Workbench.
Here on the Material Requisition Workbench, the recently created requisition is visible, still with a status of “Not Issued”. In order for Purchase Orders to be raised from this requisition, it will need to be issued. Simply use the action bar at the bottom of the screen to do so.
Figure 11: Issuing Requisition from Workbench
The Status of the line should now read, “Issued/ No Orders”. This is the time when the Purchaser/Purchasing Department can look at this workbench and filter for Issued/Not Ordered Requisitions Only to see what needs to be ordered.
The Purchaser can raise the PO easily from this workbench, using the Action Bar, and selecting “Raise PO.”
Figure 12: Raise PO from Workbench
Depending on the Requisition detail, the Raise Purchase Order from Requisition Lines should be filled out correctly. If not, adjustments can be easily made where needed. Proceed to fill in details, save, review and update lines, and commit the Purchase Order as outlined in “4.2 - PRIME PO - Material Purchase Order Entry.”
Figure 13: Details from Raise PO from Requisition Lines Screen
Back at the Requisition workbench, the record now has a status of “Ordered”.
Figure 14: Requisition Workbench
