Shortclosing Purchase Request

This page allows you to short close a Purchase Request (PR). Tell me more.

Select the “Short Close Purchase Request” link provided along side the “PR No.” field from the “Select Purchase Request” page.

The “Short Close Purchase Request” page appears.

The system displays the following in the header

Status

The status of the PR

The system displays the following fields in the ”PR Details” group box

PR No.	The Purchase Request Number for which the status is changed.
PR Date	The date on which the PR was raised
PR Type	The type of the Purchase Request. This can be “General”, “Capital” or “Drop ship”.
Mode	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 has to be authorized with top priority.
Requester ID	The ID of the person who has raised the Request.
Folder	The folder by which the Purchase Request document is referred within the company.
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 from which the Items are ordered to the Supplier.
Receipt At	The Organizational Unit in which the Items are to be received from the Supplier.
PR Value	The total value of the Purchase Request. This will be the sum of the cost of all Items in the multi-line.
Remarks	Remarks if any pertaining to the PR
	Zoom facility available

Enter the following fields in the “PR Details” group box

Reason Code	The unique code identifying the reason for the Short closure of the PR (Alphanumeric, 255)
	Press <Enter> Key
	Help facility available
Desc.	The description pertaining to the reason code (Alphanumeric, 255)

The system displays the following in the “Project Details” group box.

Project Code	A unique code identifying the project.
Project Description	The detailed description of the project.
Created at OU	Indicates the organization unit at which the project was created.

Note: This section is visible when the document has Project.

The system displays the following information in the “Item Details” multiline

PR Line No.	The line number of the item in the PR
Item Code	The unique code identifying the item to be supplied by the supplier
	Data hyperlink available
Variant Code	The variant of the Item code. This will be fetched if help on Item code is taken
Desc.	The description pertaining to the item. This will be fetched if help on item code is taken.
Adhoc Item Class	The classification under which the non-codified items are defined.
Required Qty.	The number of units of the item required from the supplier
Authorized Quantity	The number of units of the item which is authorized to be supplied by the supplier
UOM	The unit of measurement in which the Item has to be purchased.
Cost	The cost applicable to the number of units specified in the “Per” field (Integer)
Per	Number of units of the item to which the cost is applicable (Integer)
Schedule Type	The type of schedule in which the Items are to be delivered by the Supplier. This can be “Single” or “Multiple”.
Need Date	The date on which the Item has to be received from the Supplier. (Date Format) This will be defaulted with the value entered in the Header but you can modify the date.
Supplier Code	The unique code identifying the Supplier mapped to the item
Name	The name of the Supplier.
Preferred Supplier Code	The unique code identifying the supplier to whom you prefer to supply the Items.
Preferred Supplier Name	The name of the preferred Supplier.
Warehouse	The warehouse in which the Items are to be stored on receipt from the Suppliers.
	Data hyperlink available
Drg Revision No.	The revision number of the drawing of the Item if the item has been structurally revised.
Ref. Doc. Type	The type of the reference document of the PR
Ref. Doc. No.	The unique code identifying the reference document of the PR
Ref. Doc. Line No.	The line number of the item in the reference document
Total Value	The total value of the line item
Status	The status of the line item

Drawing No	The number identifying the document containing the drawing reference.
WBS ID	A unique code identifying the work breakdown structure of the item.

Click the “Shortclose PR” pushbutton to shortclose the PR

The status of the PR document is set to “Short Closed”

The system displays the following :

Created By	The Login ID of the user who created the PR
Created Date	The date on which the PR created
Last Modified By	The Login ID of the user who last modified the PR
Last Modified Date	The date on which the PR was last modified

To Proceed carry out the following

Click on the “View Delivery Schedule & Usage” link at the bottom of the page to view the delivery schedule and CC Usage details for the items in the Purchase Request.
Click on the “View Quality Attributes” link at the bottom of the page to view the Quality Attributes for the Items in the Purchase Request.
Click on the “View Budget and Proposal Details” link at the bottom of the page to view the Budget details of the Items in Purchase Request. If the Purchase Request is of type is “Capital” the Proposal details for the Items can be viewed here.
Click on the “View Drop ship Address” link at the bottom of the page to view the drop ship address details if the Purchase Request is of type “Drop ship”.
Click on the “View PO- PR Coverage” link at the bottom of the page to view the coverage details of the Purchase Request.
Click on the “View Notes” link at the bottom of the page to view notes if any 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.

Shortclose Purchase Request – an Overview

When a document is short closed it is suspended permanently. No future transaction can take place against the “Short Closed” PR. Only the “Authorized” PRs can be shortclosed.

This page displays the PR details such as the PR number, the date on which the PR was raised, the type of PR, the mode of delivery of the items in PR, the code of the requester of the items in the PR, the OU where a order for the items in the PR is placed, the OU where the items needs to be received and the PR value.

All the item details are displayed in the multiline such as the item code, variant code, and description pertaining to the item, the number of units required, cost and the unit of measurement of the item. You have to specify the reason code for the short closure of the PR. The reason code is defined in the Type Set up component as “Type Codes” under the class code for PR Short close. Also, if there is an order, which is raised and covers some quantity for this PR, then the PR can only be short closed up to the extent of the uncovered quantity.

The status of the document is updated as “Short Closed” .