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This page allows you to create Purchase Request (PR). Tell me more.
Select the “Create Purchase Request” link under the “Purchase Request” business component.
The “Create Purchase Request” page appears.
The system displays the following in the header
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Status |
The status of the PR |
Enter the following fields in the “PR Details” group-box:
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PR No. |
A unique number identifying the Purchase Request document. Leave this field blank if you want the system to generate the number. (Alphanumeric, 18) Mandatory |
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PR Date |
The date on which the Purchase Request has been raised. The system defaults this field to Server Date and you can modify the date. (Date Format) Mandatory |
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Numbering Series |
Use the drop-down list box to specify the numbering series with which the PR Number must be generated by the system. If you select the “Manual” option, you have to enter the PR No. in the “PR No.” field. If set as any other predefined series, the system would generate the unique Purchase Request number. |
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Type |
Use the drop-down list box to specify the type of the Purchase Request. This can be “General”, “Capital” or “Drop ship”. Mandatory |
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Mode |
Use the drop-down list box to specify the mode in which the Purchase Request must be authorized. This can be “Normal” or “Express”. If the mode specified is “Express”, the Purchase Request must be authorized with priority and on Authorization, a Purchase Order will be created automatically with reference to the Purchase Request. Supplier Information needs to be specified if the PR is in “Express” Mod |
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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 “Purchase Request Folder(s)” in the “Type Setup” component |
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Requester ID |
The unique code identifying the requester of the items in the PR (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. |
Enter the following field in the “PR Details” group-box:
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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 Authorizer |
The system displays the following fields in the Header:
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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 |
Enter the following
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Order At |
Use the drop-down list box to specify the Organizational Unit from which the Items are ordered. Mandatory The value set in the system parameter "Default Ordering Location" is displayed as the default value |
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Receipt At |
Use the drop-down list box to specify the Organizational Unit in which the line Items are to be received. Mandatory The value set in the system parameter "Default Receipt at" is displayed as the default value |
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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 Header:
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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. |
Enter the following
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Approval Date |
The date on which the Purchase Request is approved. This must be entered if you want to approve the Purchase Request in this page itself. (Date Format) Mandatory |
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Remarks |
In this filed the user can enter any remarks regarding the Purchase Request, if any. (Alphanumeric, 255) |
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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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 |
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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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Help facility available. |
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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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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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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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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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Customer Code |
The unique code identifying the customer for whom the line items specified in the PR are requested. |
Select the “Default” pushbutton to the values in the “Default Entries” group box in the respective field in the multiline
Enter the following fields in the “Item Details” multiline:
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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) Mandatory |
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Desc. |
The description of the Item Code/ Item Code & Variant. This will be retrieved if help on item code is taken. (Alphanumeric, 150) Mandatory In case of Adhoc Item only Description is specified without Item Code & Variant. |
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Required Qty. |
The quantity of the Item required by you.. (Integer) Mandatory |
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UOM |
The unit of measurement in which the Item is requested. (Alphanumeric, 15) Mandatory |
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Help facility available. |
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Cost |
The Actual cost of the requested item for making a purchase. It gets defaulted from the Item component if it is unspecified by you. (Integer) Mandatory |
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Per |
The number of units of the item to which the cost is specified (Integer) |
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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 must specify the schedule details in the “Specify Delivery Schedule and Usage” page. Mandatory |
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Need Date |
The date on which the Item is needed by the requester (Date Format) This will be defaulted with the value entered in the Header. You can modify the date. Mandatory |
The system displays the following fields in the multiline:
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Supplier Code |
The unique code identifying the supplier of the PR |
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Name |
Name of the Supplier. |
If the Purchase Request is of single schedule and without any quality specifications, you can approve the Purchase Request in this Page itself by clicking on the “Create and Approve PR” pushbutton.
Enter the following
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Preferred Supplier Code |
The code of the Supplier whom you prefer to supply the Items. (Alphanumeric, 16) Mandatory |
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Press <Enter> Key |
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Help facility available |
The system displays the following fields in the multiline:
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Preferred Supplier Name |
Name of the Supplier. |
Enter the following:
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Drg Revision No |
The 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” and “Stock Maintenance”. The system displays “None” by default on launch of the page. |
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Ref. Doc. Line No. |
Line number of the Reference Document. (Alphanumeric, 20) |
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Ref. Doc. No. |
The number of the document to which Purchase Request refers. (Integer, 8) |
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Adhoc Item Class |
Use the drop-down list box to specify the classification under which the non-codified items are defined. (Alphanumeric, 25) These class codes are defined in “Type Master” component. |
Note : The reference document details can be changed provided they are not from EAM or DP
The system displays the following:
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Total Value |
The total value of the line item |
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 |
Click the “Create and Approve PR” pushbutton to create and approve the PR
The system displays a success message.
The Purchase Request will be created and approved and is eligible for Request for Quotation or Purchase Order.
The PR No will be manually specified or auto generated and the Status of the document will be updated as “Approved”.
Click the “Create PR” pushbutton to create the PR.
The system displays a success message.
The PR No will be manually specified or auto generated and the Status of the document will be updated as “Draft”/”Fresh”. If all the mandatory fields are filled in properly, then the status is “Fresh”. If some of the fields are left blank during the creation, then the status is set as “Draft”
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 |
To Proceed carry out the following
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 Quality Attributes” link at the bottom of the page to specify the Quality Attributes 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 “View Earliest Available Date Details” link at the bottom of the page to view the earliest date when the items will be available
Select the “View Disposition Review Details” link at the bottom of the page to view the Disposition details pertaining to the line items
Select the “View Free Stock Review Details” link at the bottom of the page to free stock review details
Select the “View Stock status review-OU wise” at the bottom of the page to view the Organization Unit wise Stock status
Select the “View Stock Status Review –WH wise” at the bottom of the page to view the Warehouse wise Stock status.
Select the "Operational Checklist" link to record the check list required for the purchase request.
Create Purchase Request – An Overview
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This page allows you to create Purchase Request (PR). This page allows you to specify the type of PR, the OU where PR is raised, the application from which the PR is raised, the OU where the items in the PR needs to be received, the approval date of the PR, the code identifying the requester of the items in the PR, the date on which the items is needed by the requester, code identifying the drop ship location for the item, the number of units of the item required.
You put the PR in to the hold state so that it cannot be authorized. You can approve the PR in this page for further processing if it is of “Normal” type, has single schedules for all its items and does not have any quality specification.
Mandatory
Items must have been defined in “Item Administration” business component in Inventory.
Conditionally Mandatory
Numbering series must have been defined in the “Create Numbering Type” activity of “Numbering Class” business component in Inventory, if you want the system to generate the Purchase Request Number.
Customer details must have been defined in “Create Customer” activity of “Customer” business component in Sales if the Purchase Request to be created is of type “Drop ship”.
Budget details must have been defined in “Create Purchase Budget” activity of “Purchase Budget” business component if you need to give the Budget details for the Purchase Request.
Proposal details must have been defined in “Create Asset Proposal” activity of “Asset Planning” business component in Finance if the Purchase Request to be created is of type “Capital”.
