Select Purchase Request for Authorizing

Select Purchase Request

This page allows you to select the Purchase Request(s)(PR) for approving or returning. Tell me more.

Select the “Authorize Purchase Request” link under the “Purchase Request” business component.

The “Select Purchase Request” page appears.

The system displays the following in the header

Approval Limit

The amount till which the PR can be approved

If you know the PR No, enter the following field in the Header:

PR No.

The Purchase Request Number for which the details are to be viewed. (Alphanumeric, 18)

Select the “Authorize Purchase Request” link placed alongside the “PR No” field to authorize the PR
If you are not aware of the PR No, enter the following fields in the “Search Criteria” group box:

PR No From	Give a range of Purchase Request Numbers in the “PR No From” and “PR No To” fields. The PR No entered in the “PR No From” field should be lesser than or equal to the PR No entered in the “PR No To” field.
	If the “PR No From” field is left blank, the system fetches all the PR Numbers starting from the first PR No in the database till the PR Number entered in the “PR No To” field.
	If the “PR No To” field is left blank, the system fetches all the PR Numbers starting from the PR No entered in the “PR No From” field till the last PR Number in the database.
	If both the fields are left blank, the system fetches all the available PR numbers.
Folder	Use the drop-down list box to select the folder by which the Purchase Request is referred within the Company. The drop-down lists all the user-defined values for “Purchase Request Folder(s)” from the “Type Setup” component. The system displays “All” by default.
PR Date From	The date on which the Purchase Request has been created. Give a range of Purchase Request Dates in the “PR Date From” and “PR Date To” fields. The PR Date entered in the “PR Date From” field should be lesser than or equal to the PR Date entered in the “PR Date To” field.
	If the “PR Date From” field is left blank, the system fetches all the PR Dates starting from the first PR Date in the database till the PR Date entered in the “PR Date To” field.
	If the “PR Date To” field is left blank, the system fetches all the PR Dates starting from the PR Date entered in the “PR Date From” field till the last PR Date in the database.
	If both the fields are left blank, the system fetches all the PR Dates.
Type	Use the drop-down list box to search by the type of Purchase Request. The different types of PRs are General, Capital and Dropship. The system displays “All” by default.
Level	Use the drop-down list box to select the level at which the PR is authorized
Status	Use the drop-down list box to search by the Status of Purchase Request. The system displays “All” by default. The status displayed are “All” and “Fresh”
Item Code	The code identifying the item by which the purchase request details are to be retrieved.
Variant Code	The variant code of the item by which the purchase request details are to be retrieved.
Requester ID	The ID of the Requester who has raised the Purchase Request. You can specify the ID in full or specify it partially using “*” character. The system displays all the PRs whose requester ID is similar to the ID entered here
PR Origin	Use the drop-down list box to search by the applications from which the PR originates . The drop-down lists “Discrete Production”, "Maintenance", “Inventory”, “Manual”, "Project Management", “Process Production” and “ALL”. The system displays “All” by default.
Order At	Use the drop-down list box to search by the Organizational Unit from which the Items are ordered. The drop-down lists all the “Ordering OUs” that are mapped to the “PR Login OU”
Receipt At	Use the drop-down list box to search by the Organizational Unit in which the Items are to be received from the Supplier. The drop-down lists all the distinct “GR OUs” and “Dropship Receipt Acknowledgement OUs” that are mapped to the Purchase Order components that are mapped to the “Login Purchase Request OU”
PR Mode	Use the drop-down list box to search by the mode in which the Purchase Request is authorized. The values displayed are “Normal” and “Express” and “Allby default .The system displays “All” by default.
Ref. Doc. Type	Use the drop-down list box to search by the type of the reference document of the PR. The combo is loaded with options “All”, “None”, “DP Workorder”, “Maintenance Plan”,” Maintenance Workorder”, “Material Request”, "Project" and “Stock Maintenance”. The system displays “All” by default on launch of the page.
Ref. Doc. No.	The unique code identifying the reference document of the PR (Integer)
Value From	Give a range of Purchase Request values in the “Value From” and “Value To” fields. The Value entered in the “Value” field should be lesser than or equal to the value entered in the “Value To” field.
	If the “Value From” field is left blank, the system fetches all the PRs starting from the first PR in the database till PR whose is value is less than or equal to the value entered in the “Value To” field.
	If the “Value To” field is left blank, the system fetches all the PRs starting from the PR whose value is greater than equal to the value entered in the “Value From” field till the last PR Number in the database.
Project Code	The code identifying the project by which the purchase request raised with reference to the project can be retrieved.

Click on the “Search” pushbutton to display the search details in the multiline

The system displays the following fields in the multi-line:

PR No	The PR numbers matching the search criteria.
PR Date	The date on which the PR has been raised.
Status	The status of the PR.
Folder	The folder by which the PR is referred
Type	The type of the PR.
PR Value	The value of the PR

Enter the following fields in the “Search Results” multiline

Approval Date	The date on which the PR needs to approved for further processing (Date Format) Mandatory
Remarks	Remarks if any pertaining to the PR (Alphanumeric, 255)

Note: Approval date should be greater than current system date

The “Approval Date” should be later or equal to the “PR

The system displays the following

Mode	The mode of the PR.
PR Origin	The Ramco Application from which the PR has been raised. For example, Inventory, Discrete Production, Enterprise Asset management or Purchase.
Order At	The Organizational Unit where the Items are ordered.
Receipt At	The Organizational Unit where the Items are to be received from the Supplier.
Ref. Doc. Type	The type of the document to which the PR refers to..
Ref. Doc. No.	The number of the document to which PR refers.
Requester ID	The ID of the Requester who has raised the Request.

Check the check box in the “Select” column of the multi-line against the required Purchase Request(s)
Click the “Authorize PR” pushbutton to authorize the selected PR(s)

The status of the selected PR (S) is set to “Approved”

Click the “Return PR” pushbutton to return the select PR(s)

The status of the selected PR (S) is set to “Returned”

Select Purchase Request – An Overview

. The authorizer can return the document and specify his comments for the same. Once returned, the PR is available for you to make any changes in the edit activity. The status becomes “Returned” and the PR cannot be used for any further transactions.

You can directly enter the PR code if you know the exact code, or carry out the search using any of the parameters such as the PR number, date on which the PR was raised, type of the PR or status of the document. The system displays the PR(s) in the multiline as per search criteria.

Only those PRs, which are in “Fresh” status, can be approved. You can select the PR(s) from the multiline for approval. Upon approval, the system updates the status of the PR(s) to “Approved”. The system stores the login user ID and the server date along with the modification details.