Edit Purchase Request Details

Edit Purchase Request

This page allows you to modify the selected Purchase Request (PR). Tell me more

Select the “Edit Purchase Request” link in the “Select Purchase Request” page.

The “Edit 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 details are modified.

Modify the following fields in the Header if required:

PR Date	The date on which the Purchase Request has been raised. (Date Format)
Type	Use the drop-down list box to specify the type of the Purchase Request. This can be “General”, “Capital” or “Drop ship”.
	If the option specified is “Drop ship”, you have to provide the drop ship details in the “Specify Drop ship Address” page.
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 has to be authorized with top priority.
Item Code	The code identifying the item for which the purchase request is raised.
Variant Code	The variant code of the item for which the purchase request is raised.
Requester ID	The ID of the person who is raising the request. (Alphanumeric, 25)
	Help facility available.

The system displays the following information in the “PR Details” group box

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

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 fields in the Header:

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 :

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
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 “PO” component
Approval Date	The date on which the Purchase Request is approved. (Date Format) This should be entered if you want to approve the Purchase Request in this page itself.
Hold	Check the checkbox to hold the Purchase Request
Currency	Use the drop-down list box to select the currency in which the Purchase Request should be generated.

The system displays the following

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)]

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

Remarks	Remarks if any pertaining to the PR (Alphanumeric, 255)
	Zoom facility available

The system displays the following details in the “Project Details” section.

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 Code.

Modify the following fields in the “Default Entries” group-box if required:

Need Date	The date on which the Items are to be supplied by the Supplier. (Date Format)
Drop Ship ID	The Address ID of the drop ship where the Items are to be delivered by the Supplier. (Alphanumeric, 16) This should be entered if the Purchase Request is of type “Drop ship”.
	Help on facility available
Budget ID	The Id of the Budget in which the Items are mapped. (Alphanumeric, 6)
	Help facility available.
Proposal No.	The ID of the proposal in which the Items are mapped. (Alphanumeric, 6) This should be entered if the Purchase Request is of type “Capital”.
	Help facility available.
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.
CC Usage	Use the drop-down list box to specify the Cost Center for which the Purchase Request has been initiated. These cost centers would have been defined in the “Cost Rule Definition” component in Finance.
AC Usage	Use the drop-down list box to specify the Account Code to which the Items in the Purchase Request are to be mapped. These Account Codes would have been defined in the “Account Rule Definition” component in Finance.
Analysis Code	The Analysis code mapped to the Account code. (Alphanumeric, 5)
	Help Facility Available
Sub-Analysis Code	The Sub analysis code mapped to the Analysis code. (Alphanumeric, 5)
Customer Code	The unique code identifying the customer for whom the line items specified in the PR are requested.

Click the “Default” pushbutton to display the default values in the “Item Details” multiline fields
Modify the following fields in the “Item Details” multi-line if required:

Item Code	The unique code identifying the item to be supplied by the supplier (Alphanumeric, 32) Mandatory
	Help facility available.
Variant Code	The variant of the Item code. This will be fetched if help on Item code is taken. (Alphanumeric, 4)
Desc.	The description pertaining to the item. Mandatory This will be fetched if help on item code is taken. (Alphanumeric, 150)
Required Qty.	The number of units of the item required from the supplier (Integer)
UOM	The unit of measurement of item in which it is purchased (Alphanumeric, 15)
	Help Facility Available
Cost	The cost applicable to the number of units specified in the “Per” field (Integer)
Per	The number of units of the item to which the cost is applicable (Integer)
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.
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.

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

Supplier Code	The unique code identifying the Supplier mapped to the item
Name	The name of the Supplier.

Enter the following fields in the “Item Details” multiline

Preferred Supplier Code	The unique code identifying the supplier to whom you prefer to supply the Items. (Alphanumeric, 16)
	Press <Enter> Key
	Help facility available.

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

Preferred Supplier Name

The name of the preferred Supplier.

Enter the following fields in the “Item Details” multiline

Warehouse Code	The unique code identifying the warehouse where the item needs to be stored after receipt. (Alphanumeric, 10)
	Help facility available.

Drg Revision No

The revision number of the drawing of the Item if the item has been structurally revised. (Alphanumeric, 3)

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.
Ref. Doc. Line No.	The line number of the item in Reference Document. (Alphanumeric, 20)
Ref. Doc. No.	The unique code identifying the reference document of the PR (Integer)
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.

The system displays the following

Total Value

The total value fo the PR

Enter the following:

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.
	Help facility available.
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.
	Help facility available.

The system displays the following:

Drawing No	The number identifying the document containing the drawing reference.
WBS ID	A unique code identifying the work breakdown structure of the item.
Task Code	The task code mapped to the purchase request.
Task Desc.	The detailed description of the task code.

Check the “Select” column in the multiline to select the PR.

Click the “Edit PR” push button.

The system displays a success message.

The Purchase Request will be updated with the modified details.

Click the “Edit and Approve PR” pushbutton to approve the PR. This can be done provided there is no schedule and quality details for the PR

The system displays a success message.

The Purchase Request will be created and approved and is eligible for Request for Quotation.

The Status of the document will be updated as “Approved”.

Click the “Delete PR” pushbutton to the delete the PRs

The system displays a success message.

The Status of the document will be updated as “Deleted”.

Click the “Print PR” pushbutton to print the purchase request document.

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

Select the “View Item Details” link at the bottom of the page to view the details pertaining to the item selected
Select the “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 the “Specify Delivery Schedule & Usage” link at the bottom of the page to modify the delivery schedule details for the Purchase Request.
Select the “Specify Quality Attributes” link at the bottom of the page to modify the Quality Attributes for the Items in the Purchase Request.
Select the “Specify Drop ship Address” link at the bottom of the page to modify the drop ship address details if the Purchase Request is of type “Drop ship”.
Select the “Specify Budget and Proposal Details” link at the bottom of the page to modify the Budget and Proposal details if the Purchase Request is of type is “Capital”.
Select the “Attach Notes” link at the bottom of the page to modify 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.

Edit Purchase Request Details – An Overview

This page allows you to modify the selected Purchase Request (PR). Only the PRs, which are in the “Fresh”, “Draft” or “Returned” status can be modified. This page allows you to modify the date, type, folder, validity dates, supplier, and buyer of the PR. This page also allows you to modify the transaction currency, exchange rate of the PR.

You can also modify the item details such as the ordered quantity of the item, item code, and variant of the item, the reference document of the PR and the preferred supplier of the item.