Enter Part Line, Express Requisition

Explanation

The purchase requisition is built in two levels, consisting of a requisition header and one or several requisition lines. The second step in a new entry is to enter purchase requisition lines.

Requisitions for purchase parts are entered in the Part Requisition Lines tab. Requisitions for parts without part numbers, i.e., no-number parts, are entered in the No Part Requisition Lines tab.

Note that this activity description only covers the entry of part lines on express purchase requisitions, i.e., purchase requisitions having order code 5 (Express).

When entering a purchase requisition for a new supplier that has not yet been entered, it is possible to make a quick registration of the new supplier using an existing supplier as a template. In so doing, supplier information that is not company-specific is automatically copied from the template supplier to the new supplier, while additional information is entered in the Quick Supplier Registration dialog box.

If you want to view a purchase price comparison it is possible to do this as soon as the part number is entered. Select the line, right-click and then click Price Comparison. In the dialog box enter the purchase quantity that you want to use for the price comparison.

If alternate parts are defined for the purchase part, you can view them by selecting the line, right-clicking, and then clicking Alternate Purchase Part Base Data. Any specified alternate parts on the site will then be displayed.

Prerequisites

• The purchase requisition header must have been entered and saved.
• The purchase part must have been entered and saved.
• Assortment structures must be defined if you want to refer to assortments when entering part numbers.
• To make a quick registration of a new supplier, there must be a template supplier to use when doing so. The Use as Template check box should be checked for those suppliers that are to be used as templates, either in the Supplier/Purchase/General tab or in Suppliers. A description must also be entered for the template of each supplier.
• The supplier that is entered on the part line must be permitted to handle express orders. This permission is granted in the Supplier/Purchase/General tab.
• The technical coordinator, if applicable, must have been entered in Inventory Basic Data/Technical Coordinators.

System Effects

As result of this entry, a purchase requisition line with status Planned is created.

Window

Purchase Requisition

Related Window Descriptions

Purchase Requisition
Purchase Requisition/Part Requisition Lines
Quick Supplier Registration
Create Supplier for Purchase Part ?
Additional Cost Details

Procedure

To enter a purchase requisition line for a previously entered supplier (or when the supplier is not known):

1. On the Purchase Requisition/Part Requisition Lines tab, select New. In the Part No field, either indicate the part number by entering it directly or search for it by using the List of Values. If the part you want to enter belongs to an assortment, you can look up its number by selecting the line, right-clicking and then clicking Parts by Assortment and Site Cluster.
2. In the Quantity field, indicate the number of parts to be ordered.
3. In the Wanted Receipt Date field, indicate the date when the parts are needed.
4. In the Supplier field, the supplier that is defined as the primary supplier of this part is automatically indicated. You can change the supplier by using the List of Values if several suppliers are defined for the part. If there are suppliers connected to the part but none of them is set as primary, you can select from among them by using the List of Values. You can also leave the Supplier field blank if you do not know which supplier is to be used.
5. Save when completed.

To enter a purchase requisition line for a new supplier without a supplier record, using a supplier template:

1. On the Purchase Requisition/Part Requisition Lines tab, select New. In the Part No field, either indicate the part number by entering it directly or search for it by using the List of Values.
2. In the Quantity, indicate the number of parts to be ordered.
3. In the Wanted Receipt Date, indicate the date when the parts are needed.
4. Right-click and then click Quick Supplier Registration. The Quick Supplier Registration dialog box opens.
5. In the Template Supplier field, enter the ID of the supplier that you want to use as a template. You can enter the ID manually or click List to choose the ID from a List of Values.
6. In the New Supplier field, enter the ID for the new supplier.
7. Enter the name of the new supplier in the New Supplier Name field.
8. In the Association field, you can enter the association number for the new supplier.
9. In the Supplier Address fields, enter the complete address for the new supplier.
10. Click OK to exit the Quick Supplier Registration dialog box.
11. Save the purchase requisition line when completed. The Create Supplier for Purchase Part ? dialog box opens.
12. In the U/M field, enter the unit of measure that will be used when administering purchase orders for the part from the new supplier. This will serve as both the unit in which the part is purchased, as well as the unit by which the supplier is paid. You can enter the unit of measure manually or click List to choose the ID from a List of Values.
13. In the Price field, enter the new supplier's price per unit for the part.
14. Click OK to exit the Create Supplier for Purchase Part ? dialog box.

Optional steps (remember to save your entries):

• Add any additional costs in the Additional Cost or Additional Cost Gross/Curr fields.

Note: If you enter additional cost amounts directly on the Additional Cost or Additional Cost Gross/Curr fields, you will not be allowed to enter additional cost details using additional cost types via the right-mouse button menu.

• Change or add miscellaneous information, such as notes and document text.
• Add or change the supplier contact if you have one with the supplier. You can either use the List of Values (if the person has been entered in Supplier/Comm Method or Supplier/Address/General Address Info) or enter one manually. The supplier contact will be transferred to the purchase order when the requisition line is converted.
• Specify or change the technical coordinator either manually or by using the List of Values. If a technical coordinator has been entered for the purchase part (or inventory part), this technical coordinator will appear by default on the purchase requisition.