The Create requisition option allows you to either create a requisition or manipulate the requisitions' data utilizing various options within the form.The requisition itself is effectively the initial request for an order, then the requisition is saved (becoming R status), authorized if the manager agrees, and then becomes an order, meaning from that point it can be received and verified against the corresponding registered or batched documents. An example would be that "John" creates a requisition,and his user details dictate that his orders must be approved by "Sarah", hence if John creates a requisition for printer paper, and saves it, it then can be authorized by Sarah, and then the order status is amended to A authorized status. Then it can be submitted, received and verified as necessary.
The following options allow you to:
Create
Delete
Amend
Display
Copy
To create a requisition:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Sundry Order Control option.
The SUNDRY ORDER CONTROL menu is displayed.
Select the Create requisition option.
The Sundry Requisitions form is displayed.
The Sundry Requisition form is displayed when the Create requisition option is selected from the SUNDRY ORDER CONTROL menu.
The Sundry Requisitions form consists of the following two tabs:
The Main tab contains numerous fields, hence only the fields that require input are discussed in this topic. Effectively the menu option defaults to create mode, unless the user specifically asks to amend or delete a record: The form is split up into several sections- Supplier Details,Delivery details,the dates expected, and Free Text.
Supplier details:
PL account: Purchase Ledger account code. Use the
button to search, and the short name and word search as well, if necessary.
Name: Name of the company.
Address: Address of the company.
Post code: Post code of the company. These fields can be overwritten if needs be.
Order:
CC: Cost centre code.
Tip: The default is taken from the User Details but can be overriden. This is not used for posting purposes but can be used to drive a report if required. Use the
O/n: Order number.
Delivery details:
The system fills in the default delivery address from the PL system parameters. These may be overridden:
Name
Contact
Address
Post code
Phone/fax
Date raised by:
Indicates the date that the requisition was raised and who raised the requisition. (Not a field that is editable by the user.)
Date expected:
Indicates the date that the order is expected for delivery. You may manually enter the date or you may click the
Update lines: Select one of the following three radio buttons, when amending/updating a requisition. These determine which order lines (that are featured on the Sundry Order Line form] are changed, and a new 'Expected date' is updated onto the order line.
None: Updates no order lines.
Matching: Updates order lines matching a given date.
All: Updates all order lines with the new 'Expected date'.
Matching: The Matching radio button is utilized to find all product lines that match the date expected. To do this:
First enter a specific date in the Date expected area of the form.
Select the matching radio button.
Enter the new date on which you expect the products.
This new date replaces all of the original dates the product lines matched, if the user accepts a message that confirms the action to be taken and the result.
Free text:
This allows you to enter any text that is relevant to the order, for example, some notes on what the order relates to.
CREATE SUNDRY ORDER LINE:
The final part of the process is to actually create, delete, amend a line, or display a line to determine what status it is at. To effect this, you must right click in the grid below the Free text field, and select the option to bring up the Sundry Order Line form.
Note: The Authorisation tab is strictly in display mode, therefore no amendments or deletions may be made to the information displayed on the form.
The Authorisation tab displays a list of users that are required to give authorization to a particular requisition, along with the values that they can authorize.
User ID: The user's ID.
S: Represents the status of requisition.
Values can be:
Y: Yes it has been authorized by this user.
N: or ' ' - Not authorised.
S: Stopped/not authorised.
Date auth'd: Date the requisition was authorized.
User name: The user's name.
The following two fields display the minimum and maximum amount of the requisition that may be authorized by the user displayed:
Lower auth limit
Higher auth limit
Note: These values are held against the User Details.
Authorization text: This field is used to display any authorize/rejection comments. When a requisition is sent, this field is overwritten.
Tip: When a requisition is saved, if an authorization is not required because the authorization limits are not within the value of the requisition, the user is automatically flagged as Y under the status column.
Total order value: This field displays a running total of the product lines.
BUTTONS:
Abort: Allows you exit the form without saving any requisitions or any amendments made.
Exit: Exits from the option completely, and returns you to the menu.
Save order: The Save order button saves the requisition created or any amendments made.
Tip: If any details are omitted, you are unable to save the requisition and the field that is wrong is highlighted in red.
Help: Displays help on the current application in your default company browser.
