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This page allows you to approve the selected Purchase Request (PR) for further processing. Tell me more.
Click on the “Authorize PR Main Information” link in the “Select Purchase Request” page.
The “Authorize Purchase Request” page appears.
The system displays the following in the header
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Status |
The status of the PR |
The system displays the following fields in the header:
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PR No. |
The purchase request number for which the details are authorized after modification. |
Modify the following fields in the header if required:
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Date |
The date on which the Purchase Request has been raised. (Date Format) Mandatory |
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PR Type |
Use the drop-down list box to specify the type of the Purchase Request. This can be “General”, “Capital” or “Drop ship”. |
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If the option specified is “Drop ship”, you have to provide the drop ship details in the “Specify Drop ship Address” page. |
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Mode |
Use the drop-down list box to specify the mode in which the Purchase Request has to be authorized by the Authorizers. This can be “Normal” or “Express”. If the mode specified is “Express”, the Purchase Request is an in indication to authorize it on top priority. |
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Requester ID |
The ID of the person who is raising the Request. (Alphanumeric, 25) |
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Help facility available. |
The system displays the following information in the “PR Details” group box
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Requester Name |
The name of the person who is raising the request. On entering the requester ID, the system fetches the corresponding requester name. |
Modify the following fields in the ”PR Details” group box
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Folder |
Use the drop-down list box to specify the folder by which the Purchase Request document is referred within the company. The drop-down lists all the valid “Purchase Request Folder” in the “Type Setup” component |
The system displays the following information in the “PR Details” group box
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PR Origin |
The Ramco Application from which the PR has been raised. For example, Inventory, Discrete Production, Enterprise Asset management or Purchase. |
Modify the following fields in the Header if required:
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Order At |
Use the drop-down list box to specify the Organizational Unit from which the Items are ordered to the Supplier. The drop-down lists all the ordering OUs mapped to the PR login OU along with “Blank” option |
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Receipt At |
Use the drop-down list box to specify 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 GR OUs that are mapped to the Purchase Order components that are mapped to the “Login Purchase Request OU” |
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Approval Date |
The date on which the Purchase Request is approved. This should be entered if you want to approve the Purchase Request in this page (Date Format) |
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Hold |
Select/Deselect the checkbox to put the document in the “hold” status. When the document is put in the “hold” status the document cannot be approved for further processing. It can be used in cases where the document is complete and is liable to be pulled by the one or more Authorizers/Levels. |
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Currency |
Use the drop-down list box to select the currency in which the Purchase Request should be generated. |
The system displays the following fields in the “PR Details” group box
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PR Value (Transaction Currency) |
The total value of the Purchase Request. This will be the sum of the cost of all Items in the multiline. This will be displayed on submitting the document. PR Value (Transaction Currency ) = Sum [Quantity *(Cost / Per)] |
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PR Value (Base Currency) |
The total value of the Purchase Request in application base currency. PR Value (Base Currency) = PR Value (Transaction Currency) * Exchange rate between the PR transaction currency selected by the user and the application base currency. |
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Approval Limit |
The value of the PR for it can be approved |
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Remarks |
The Remarks if any, pertaining to the purchase request |
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Zoom facility available |
Enter the following fields in the “PR Details” group box
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Authorization Remarks |
The remarks if any pertaining to the authorization of the PR (Alphanumeric, 256) |
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Reason For Return |
The remarks pertaining to returning the document. (Alphanumeric, 256) This must be entered if the “Return PR” pushbutton is pressed |
The system displays the following details in the “Project Details” group box.
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Project Code |
A unique code identifying the project. |
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Project Description |
The detailed description of the project. |
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Created at OU |
Indicates the organization unit at which the project was created. |
Note: This section is visible when the document has Project Code.
Enter the following fields in the “Default Entries” group-box:
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Need Date |
The date on which the Item is needed by the requester. . (Date Format) If the Schedule type is “Staggered”, then the need date would be filled in the Schedule Type page where multiple delivery dates can be specified for a particular item. This field will be filled automatically if the “default entries” task is executed. |
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Accounting Unit |
Use the drop-down list box to select the Accounting Unit of the GR. The Accounting Unit is the finance book, which contains various accounts into which the financial entries pertaining to the transactions are maintained. The drop down lists all the finance books that are mapped to the Receipt OUs that are mapped to the GR Login OU. |
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CC Usage |
Use the drop-down list box to specify the Cost Center Usage for which the Purchase Request has been initiated. The corresponding cost center for the combination of the selected CC usage and other parameters would have been defined in the “Cost Rule Definition” component in Finance. |
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Analysis Code |
The analysis code mapped to the Account code identified by the Account Rule Definition/Account Usage. It is used for analysis purposes. (Alphanumeric, 5) |
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Help facility available. |
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Sub-Analysis Code |
The sub analysis code mapped to the Analysis code. (Alphanumeric, 5) |
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Budget ID |
Unique identifier for a particular Budget associated with the purchase of the Line-Item (Alphanumeric, 6) |
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Proposal No. |
The unique ID of the proposal in which the Items are mapped. This should be entered if the Purchase Request is of type “Capital”. (Alphanumeric, 6) |
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Help facility available. |
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Drop Ship ID |
The address ID of the Customer specified in Sales for whom the Items are to be delivered by the Supplier. This should be entered if the Purchase Request is of type “Drop ship”. (Alphanumeric, 16) |
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Help facility available |
Click the “Default” pushbutton to default the values from the “Default Values” group box to the respective fields in the multiline
The system displays the following in the “Item Details” multiline
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PR Line No. |
The line number of the item in the PR |
Modify the following fields in the “Item Details” multi-line if required:
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Item Code |
The code of the Item that is needed by you. (Alphanumeric, 32) Mandatory |
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Help facility available. |
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Variant Code |
The variant of the Item code. This will be fetched if help on Item code is taken. (Alphanumeric, 4) |
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Desc. |
The description of the Item Code/ Item Code & Variant. This will be fetched if help on item code is taken. (Alphanumeric, 150) In case of Adhoc Item only Description is specified without Item Code & Variant. |
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Adhoc Item Class |
Use the drop down list box to select the unplanned item class if any exists for the item. The drop-down displays all the “Adhoc item class” in the “Type Setup” Component |
The system displays the following :
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Required Qty. |
The quantity of the Item required by you.. (Numeric, 29) Mandatory |
Enter the following:
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UOM |
The unit of measurement in which the Item has to be purchased. (Alphanumeric, 15) |
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Help facility available. |
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Cost |
The Actual cost of the requested item for making a purchase. (Numeric, 28) It gets defaulted from the Item component if it is unspecified by you. |
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Per |
The number of units of the item to which the cost is specified (Numeric) |
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Schedule Type |
Use the drop-down list box to specify the type of schedule in which the Items are to be delivered by the Supplier. This can be “Single” or “Multiple”. If the schedule type specified is “Multiple”, you have to specify the schedule details in the “Specify Delivery Schedule and Usage” page. |
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Need Date |
The date on which the Item is needed by the requester or (Date Format) This will be defaulted with the value entered in the Header. You can modify the date. Mandatory |
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Preferred Supplier Code |
The unique code identifying the preferred supplier of the item (Alphanumeric, 16) |
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Press <Enter> Key |
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Help facility available. |
The system displays the following fields in the multi-line:
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Preferred Supplier Name |
Name of the Preferred Supplier. |
Modify the following fields in the “Item Details” multi-line if required:
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Warehouse |
The warehouse in which the Items are to be stored on receipt from the Suppliers. (Alphanumeric, 10) Mandatory This field will be filled automatically if the “default entries” task is executed. |
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Help facility available. |
The system displays the following
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Drg Revision No. |
Revision number of the Drawing of the Item if the item has been structurally revised. (Alphanumeric, 3) |
Enter the following:
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Ref. Doc. Type |
Use the drop-down list box to select the Document on which Purchase Request is referring to. The combo is loaded with options “None”, “DP Workorder”, “Maintenance Plan”,” Maintenance Workorder”, “Material Request”, “Project” and “Stock Maintenance”. The system displays “None” by default on launch of the page |
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Ref. Doc. No. |
The unique code identifying the reference document of the PR (Numeric) |
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Ref. Doc. Line No. |
The line number of the item in Reference Document. (Alphanumeric, 20) |
The system displays the following
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Total Value |
The total value of the PR |
Enter the following:
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AC Usage |
Use the drop-down list box to specify the Account Usage Code to which the Items in the Purchase Request are to be mapped. The corresponding Account Code for the selected Account Usage would have been defined in the “Account Rule Definition” component in Finance. |
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Help facility available. |
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CC Usage |
Use the drop-down list box to specify the Cost Center Usage for which the Purchase Request has been initiated. The corresponding cost center for the combination of the selected CC usage and other parameters would have been defined in the “Cost Rule Definition” component in Finance. |
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Help facility available. |
The system displays the following:
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Drawing No |
The number identifying the document containing the drawing reference |
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WBS ID |
A unique code identifying the work breakdown structure of the item. |
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Task Code |
The task code mapped to the purchase request. |
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Task Desc. |
The detailed description of the task code. |
Click on the “Approve PR” pushbutton.
The Purchase Request will be approved and is eligible for Request for Quotation.
The Status of the document will be updated as “Approved”.
Click the “Return PR” pushbutton to return it
The Status of the document will be updated as “Returned”.
Click the “Print PR” pushbutton to print the purchase request document.
The system displays the following :
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Created By |
The Login ID of the user who created the PR |
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Created Date |
The date on which the PR created |
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Last Modified By |
The Login ID of the user who last modified the PR |
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Last Modified Date |
The date on which the PR was last modified |
To Proceed carry out the following
Select the “View Item Details” link at the bottom of the page to view the details pertaining to the item selected
Select the “View Supplier Details” link at the bottom of the page to view the supplier details
Select the “View Warehouse Details” link at the bottom of the page to view the details pertaining to the warehouse of the selected item in the multiline
Select “Specify Quality Attributes” link at the bottom of the page to modify the Quality Attributes for the Items in the Purchase Request and approve the Request.
Select the “Specify Delivery Schedule & Usage” link at the bottom of the page to specify the delivery schedule and CC Usage details for the items in the Purchase Request.
Select the “Specify Drop ship Address” link at the bottom of the page to specify the drop ship address details if the Purchase Request is of type “Drop ship”.
Select the “Specify Budget and Proposal Details” link at the bbottom of the page to specify the Budget details for items in the PR. If the Purchase Request is of the type “Capital” then the Proposal details can also be specified in this page.
Select the “Attach Notes” link at the bottom of the page to provide notes for the Purchase Request.
Select the “Earliest Available Date Details” link at the bottom of the page to view the earliest available date details for the items in specific warehouse and in the required UOM
Select the “Disposition Details” link at the bottom of the page to view the disposition details for the items
Select the “Free Stock Review Details” link at the bottom of the page to view the details pertaining to available free stock
Select the “View OU Stock status Review” link at the bottom of the page to view the stock status review OU wise
Select the “View Warehouse Stock status Review” link at the bottom of the page to view the stock status review warehouse wise.
Select the "Operational Checklist" link to record the check list required for the purchase request.
Authorize Purchase Request Details – An Overview
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Only those documents whose status is “Fresh” can be approved. Upon approval the status of the PR is updated to “Approved”. No modification can be made on an approved Purchase Request. Only approved PRs can be used in further transactions.
This page also allows the authorizer to return the document with a remark. In this case the PR status will be changed to “Returned”. The returned document can be modified in the edit activity.
