Processing a Purchase Request

After a request is approved, it is processed by the Manager who must choose the execution option, verify and fill in the necessary data for further processing. The following scenarios are involved in the process:

• Analysis of the request and working with the item list.

Depending on the analysis results, one of the following options can be chosen for working with the request:

• Creating a transfer order/Receipt order.
• Creating a purchase order.
• Processing the request partially or with a combination of documents.

Analysis of the Request and Working with the Item List

1. Click the button to open the Search function and enter Purch. Request Worksheet Lines, then follow the corresponding link.

For the Manager user role, the interface of the Purch. Request Worksheet Lines page is filtered by the value of the Status = In Progress|Awaiting Receipt field and by the Manager field, which is equal to the code of the current user's manager.

2. Review the information about the items requested by the Initiator and agreed upon, which can be found in the following fields:

• No. and Description - the items to be purchased.
• Planned Quantity - the quantity of the item specified and approved by the Initiator in the request.
• Planned Unit Cost - the unit price of the item specified and approved by the Initiator in the request.
• Planned Amount - the amount for the request line.
• Planned Amount Including VAT.
• Expected Receipt Date - the required date of receiving the items.

3. If necessary, the Manager can change the value in the No. field, as the Initiator may specify a technical item DEFAULT or propose an alternative item for procurement. To do this, click the Edit List button in the Purch. Request Worksheet Lines menu and edit the field.

4. The menu provides an option to check the availability of the item from the line using the Item Availability by.. function:

• Period - shows the availability of the item in stock for the specified period (month, week, etc.).
• Location - shows the availability of the item in stock for the specified Locations and period. For more information about this functionality, refer to Inventory Availability Overview.

5. Based on the availability of the required item in a particular Location, the Manager can decide to create the corresponding documents in the system.

Creating a Transfer Order/Shipment

Creating a Transfer Document

If the request can be fulfilled without purchasing the nomenclature, for example, by transferring it from another Location, the system provides the option to create transfer documents:

1. For nomenclature with Type = Item, the system will create a Transfer Order document.
2. For nomenclature with Type = Fixed Asset, the system will create a Fixed Asset Movements document.

To create a nomenclature transfer:

1. Select the row(s) (hold the Ctrl or Shift key to select multiple rows) and click the Create Transfer Document button in the Actions menu.
2. If the nomenclature has Type = Item, fill in the fields in the opened window:

Field	Description
Posting Date	Specifies the date for creating the transfer. If Transfer Control is enabled, it will check the availability of the Item stock.
Transfer-from Code	Enter the code of the Location from which the nomenclature will be shipped.
Direct Transfer	Activate this feature if the transfer will be made without a transit Location.
In-Transit Code	Enter the code of the transit Location if the transfer involves a transit Location.
Transfer-to Code	Enter the code of the Location where the goods need to be received. The field is automatically populated with the value of Issue Location Code, or if it is empty, with the value of Location Code.

Note

Depending on the selected Transfer Control option in the settings, the system will perform the following actions:

• None - the system will not check the availability of the Item on the specified sender Location and will create the transfer.
• Stock Control - the system checks the available, unreserved Item stock on the sender Location for the Posting Date and creates the transfer only if it is available.
• Stock Control with Auto Reservation - the system checks the available, unreserved Item stock on the sender Location for the Posting Date, and if available, creates the order and automatically reserves the Items for this transfer order.

3. If the nomenclature has Type = Fixed Aset, fill in the fields in the opened window:

Field	Description
FA Location Code	Enter the code of the OS location from which the nomenclature will be shipped.
New Location Code	Enter the code of the new OS location to which it will be transferred.

Creating Inventory Shipment

If the required goods are available in the Location and there is no need to purchase them, but there is a need to write them off immediately as expenses or transfer to OS, you can create a Inventory Shipment document.

To do this, select the row(s) (hold the Ctrl or Shift key to select multiple rows) with Type = Item and click the Create Inventory Shipment button in the Actions menu.

Note

For this type of document, the Transfer Control selected in the settings also applies.

Creating a Purchase Document

If the requested items in a procurement request need to be purchased, purchase documents are created.

1. Before creating a purchase document, the following fields should be checked and edited if necessary:

   • Direct Unit Cost Excl. VAT: You can change the unit price of the item if the current price from the Vendor is different. If the new cost exceeds the Deviation Percentage or if the new line total is greater than the Deviation Amount specified in the User Settings, an error message will be displayed.
   • Quantity: Changing the quantity of the item.
   • Expected Receipt Date: Changing the expected Receipt date.

   To choose or edit the values of the Vendor No. or Location Code fields, select one or multiple rows (hold Ctrl or Shift while selecting) and click the Choose Vendor button in the menu. In the opened form, provide values for the following fields:

   • Buy-from Vendor No.
   • Agreement No.
   • Expected Receipt Date
   • Location Code
   • Location Code To Handle.

2. To calculate summary amounts for multiple rows, select those rows and click the Calculate Selected button in the menu. The Total block in the list of rows will display the summarized amounts with VAT, without VAT, VAT amount, and the total amount in the local currency.

3. To create a purchase document, select one or multiple rows (hold Ctrl or Shift while selecting) and click the Create Purchase Document button in the Actions menu.

Note:

The following fields should have the same values for successful order creation:

• Type
• Vendor No.
• Agreement No.
• Currency Code
• Location Code

If the Inhand To Initiator option is activated in the request, the procurement order line will check if the Location Code matches the Location Code To Handle:

• If the Locations are different, the system will create a Transfer Order from the procurement Location to the issuing Location for the initiator.
• If the Locations are the same, the system will create a Inventory Shipment document for the initiator.

Processing Requests in Parts or Combination of Documents

The system allows:

• Creating multiple homogeneous documents for a partial quantity of the requested items to fulfill the request.

For example, if there is a request for 100 pieces of an item, the manager can purchase 50 pieces from Vendor 1 and 50 pieces from Vendor 2. To do this, follow these steps:

1. Click the Choose Vendor button in the Actions menu for the desired row, fill in the details for Vendor 1.
2. Specify 50 in the Quantity to Receive column.
3. Click the Create Purchase Documents button in the Actions menu.
4. Click the Choose Vendor button in the Actions menu, fill in the details for Vendor 2.
5. Specify 50 in the Quantity to Receive column.
6. Click the Create Purchase Documents button in the Actions menu.

As a result, two purchase documents will be created from a single request line with two different Vendors.

• Creating multiple heterogeneous documents for a partial quantity of the requested items to fulfill the request.

For example, if there is a request for 100 pieces of an item, the manager can purchase 50 pieces from a Vendor and transfer 50 pieces from Location A since they are available there. To do this, follow these steps:

1. Click the Choose Vendor button in the Actions menu for the desired row, fill in the details for the Vendor.
2. Specify 50 in the Quantity to Receive column.
3. Click the Create Purchase Documents button in the Actions menu.
4. Select the row for the transfer, fill in the details for Location A in the Location Code field.
5. Specify 50 in the Quantity to Receive column.
6. Click the Create Transfer Order button in the Actions menu.

As a result, two documents will be created: one purchase document with the Vendor and one transfer order with the Location.

Request Processing Information

The following table provides information about the request processing, with regards to the quantity closure of the request through corresponding documents:

Field	Description
Planned Quantity	The quantity of items specified and approved by the Initiator in the request.
Quantity	The quantity of items that the Manager plans to fulfill for this request. This field is initially equal to the Planned Quantity field but can be modified by the Manager.
Outstanding Quantity	Indicates the quantity of items, from the Quantity field, that are yet to be received in the warehouse. The value of this field, when creating the row, is equal to the Quantity field and cannot exceed this value. Example calculation: field value = Quantity - Quantity of items received through purchase documents - Quantity of items received through transfer documents - Quantity of items accounted for in the goods write-off document.
Qty. to Invoice	Indicates the quantity of items, from the Quantity field, that still require invoicing. The value of this field, when creating the row, is equal to the Quantity field and cannot exceed this value. Example calculation: field value = Quantity - Quantity of items accounted for in purchase invoices.
Qty. to Receive	Indicates the quantity of items, from the Quantity field, that will be documented. Used for partial processing.
Ordered Quantity	Indicates the quantity of items in created but unaccounted purchase documents (orders or invoices).
Quantity in Shipment	Indicates the quantity of items in created but unaccounted Inventoty Shipment documents.
Shipped Qty.	Indicates the quantity of items accounted for in Inventoty Shipment documents.
Qty in Transfers	Indicates the quantity of items in created but unaccounted transfer orders.
Transferred Qty	Indicates the quantity of items accounted for in transfer orders.
Qty in FA Movement	Indicates the quantity of items in created but unaccounted OS transfer orders.
FA Moved Qty	Indicates the quantity of items accounted for in OS transfer orders.

These fields contain values in the form of links to documents. Clicking on the quantity in these fields will open a list of documents that contribute to it.

To view the accounted or unaccounted documents created from the row, select the appropriate option from the Related menu.

To navigate from the row to the request it was created from, choose Purchase Requests from the Related menu.