Select Purchase Request for short closing

Select Purchase Request

This page allows you to select the Purchase Request(s) (PR) for short closure. Once shortclosed, the PR(s) cannot be used for any transaction. Tell me more

Click on the “Short Close Purchase Request ” link under the “Purchase Request” business component.

The “Select Purchase Request” page appears.

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

PR No.

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

Click on the “Short Close Purchase Request” link placed alongside the “PR No” field to short close 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. (Alphanumeric, 18) 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 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 “Purchase Request Folder” in 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.
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 “Authorized”
Mode	Use the drop-down list box to search by the mode in which the Purchase Request is authorized. The system displays “All” by default besides “Normal” and “Express”.
Item Code	The code identifying the item.
Variant Code	The variant code of the item.
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 origin of Purchase Request. The drop-down lists “Discrete Production”, “Inventory”, “Manual”, “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
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” 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	A unique code identifying the project.

Click on the “Search” push button 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
Approved Date	The date on which the PR is approved

Enter the following fields in the “Search Results” multiline

Reason Code	The unique code identifying the reason for the short closure of the PR. The reason codes are defined in the Type Set up component as “Type Codes” under the class code for PR Short close.
	Press <Enter> Key
	Help facility available

The system displays the following information in the “Search Results” multiline

Desc.	The description pertaining to the reason code
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 document on which PR is referring 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
Click the “Shortclose PR” pushbutton to shortclose the PR

The status of the selected PR(s) updated to “Short Closed”

Select Purchase Request – An Overview

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

Only the PRs, which are in the “Approved” status, can be short closed. Upon short closure, the status of the PR(s) is set to “Short Closed”. If there is a Purchase Order/Release Slip, which is raised and covers some quantity for this PR then the PR can only be short closed upto the extent of the uncovered quantity.