Purchase Requisition

IFS Applications
User Manual
For
Purchase Requisition
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 1 of 19
Purchase Requisition
Table of Contents
Purchase Requisition...................................................................................................... 3
Purchase Requisition for Non-coded Parts .................................................................. 5
Purchase Authorizations Rule....................................................................................... 7
Purchase Requisition Authorization............................................................................. 8
Purchase Requisition Amendments .............................................................................. 9
Purchase Requisition Cancellation ............................................................................. 11
Generating The Purchase Order................................................................................. 15
Tender Status ................................................................................................................ 18
PO Status....................................................................................................................... 19
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 2 of 19
Purchase Requisition
Purchase Requisition is an authorization to the purchasing department to purchase
specified materials in specified quantities within a specified time.
It represents identified requirements of a part and is a proposal to the buyer when
creating the Purchase Order. It is a request to purchase, and not a commitment to buy.
Prerequisites
•
•
•
The Requisitioner must have been entered on the Requisitioners tab of the Basic
Data for Purchasing window
The Purchase part must exist along with the corresponding inventory part.
The Supplier Part Relationship must exist for the supplier and the inventory part
that is to be procured from a particular supplier.
Process
1. Go To Distribution ÆPurchasing/ Purchase Requisition/ Purchase
Requisition screen.
2. Press New Button.
3. Select the site from which the PR is to be created. This will be the material
Receiving Site.
4. Select the Prefix for PR no generation from the List of Values (LOV).
5. Select the Requisitioner for PR no from the List of Values (LOV).
6. Select the Order Code in the Order code field from the LOV. The value in the
Order code field will be set to 1 (Normal Order) if no value is selected.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 3 of 19
7. Save the PR. New requisition no will be generated along with the prefix selected
or the default prefix defined for the site in case no prefix is selected. (The
prefixes are defined in the General Data for Inventory and Distribution /
Transaction Prefixes /Transaction Prefix).
8. PR in the status Planned will be created.
9. Click on the lines of PR and Press New. Enter the Part No that is required from
LOV. The LOV will display those parts which have the supplier part relationship
defined with the supplier selected in the PR header.
10. Enter the Quantity required.
11. In the Wanted Receipt Date field, indicate the date when the parts are needed.
12. System will automatically pick the primary supplier and the base price against
that item from the Supplier for Purchased Part. Check the rate for correctness.
13. Enter the Original Purchase Order Number in the field Original PO Ref, if the
purchase requisition is for repair of an item (i.e. Order Type = 6 – External
Repair Order)
14. Enter more records in the PR Line, if required, by repeating steps 9 to 12.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 4 of 19
15. Release the PR by clicking the Release option available on the PR header thru
RMB. The status of PR will change from Planned to Released
Purchase Requisition for Non-coded Parts
1. For non-Coded parts, same process will be used for releasing the purchase
requisition. The only difference will be:
a. To enter the non-coded part, select the Tab, No Part Requisition Lines.
Enter the description of the part to be purchased. If the description is too
lengthy, double click to open text editor
b. The other information and processes will be same as coded part purchase
requisition.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 5 of 19
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 6 of 19
Purchase Authorizations Rule
Purchase authorization is a functionality that is used to authorize a purchase
requisition before it is allowed to continue in the procurement process.
Prerequisites
People who are allowed to authorize must be in the Basic data for Purchase
Authorizations. (Refer Setup guide for Purchase Authorization Rule)
Either the authorizer status is Individual Authorizer or Group Authorizer (any one
person from the group can authorize the purchase requisition).
Every authorization is governed by the Authorization rules: In authorization rule one
can indicate:
• The interval for the amount for which the rule would be applied.
• Whether user can do any amendments that affects total amount of the
requisition lines.
• Other criteria, which can govern the authorization rule such as Requisitioner,
Suppliers. Purchase Groups.
In Order use the authorization rules it must be released.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 7 of 19
Purchase Requisition Authorization
1. If authorization is required for any of the purchase requisition, the check box
appearing on the header screen Authorization Required will be checked along
with Template id information. The template is entered in Purchasing/Purchase
Authorization/Basic data for purchase authorization and is connected to the
purchase requisition authorization rule. Mail will go to the 1st authorizer in the
list the moment PR is Released.
2. To authorize purchase requisitions go to the Authorization tab.
3. In the left-hand side of the tab window, select the authorizer or authorization
group for which you are authorizing.
4. In the right-hand side of the tab window, you can view all requisition lines this
authorizer/authorization group has to authorize.
5. Authorize the purchase requisition lines thru RMB by selecting the lines, which
need to be authorized.
6. The status changed from Released to Partially Authorized or Authorized. Incase
of partially authorized, more than one person is need to authorize the PR. On
each authorization, mail will go to the next authorizer in the group.
7. The PR is then ready to create further RFQ if required or directly Purchase
Order.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 8 of 19
Purchase Requisition Amendments
The User can make any amendments to PR after it is released and authorized.
However, Amendments will not be allowed to system generated PR (MRP or DOP
cycle).
Process
1. Click on the Create New Revision option by going thru RMB at the header
level.
2. Any previous authorizations will be removed and the PR status will be changed
to Planned
3. Make changes in the PR lines for which POs or tenders have not been made
4. Release the PR by clicking the Release option available on the PR header thru
RMB. The status of PR will again change from Planned to Released and this
will fetch the authorization rule applicable.
5. After changing the required details select the PR line and RMB to click Detail
History. Following screen would be displayed
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 9 of 19
Here no. of revisions with the changes can be seen. The latest revision would be set to
released status and can be used for further transactions
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 10 of 19
Purchase Requisition Cancellation
The PR can be cancelled. After it has been cancelled it can’t be reverted back. The
status is changed to Closed.
If Requisitions lines are cancelled there is no affect on the overall PR status.
Process
1. Click on the Cancel Requisition Line option by going thru RMB at the
requisition line level.
2. A dialog box pops up which asks for confirmation. Select the option Yes.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 11 of 19
3. Go to Cancel Requisition Lines tab to check the Requisitions lines which are
cancelled.
4. If the whole PR is to be cancelled then click on the Cancel Requisition option
by going thru RMB at the header level.
Prerequisites
¾
Purchase Requisition with Order code 1(NORMAL) must have been created for the purchase part . If
it is not there right click and click on change order code
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 12 of 19
¾
Go to order code click list select the appropriate order code and click OK
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 13 of 19
¾
Check the supplier at the line level of the MPR should be the same on which the PO has to be raised
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 14 of 19
Generating The Purchase Order
Go to the MPR select the lines for which PO need to be created. RMB on the lines and click Requistion to
order.
¾
One window will open, Enter Coordinator, Buyer code .Select the prefix from the drop down button.
And click creates new.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 15 of 19
¾
One window will pop up. Click OK.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 16 of 19
¾ To view the purchase order no. Go to the PO status Tab and see the PO number in
the Order no. for the corresponding line.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 17 of 19
Tender Status
To check the status of the corresponding tender created from the Current PR.
Process
Go to Tender Status tab to know about the status of the tender.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 18 of 19
PO Status
To check the status of the corresponding PO created from the Current PR.
Process
Go to PO Status tab to know about the status of the PO.
Version 1.0
IFS Applications User Manual –Purchase Requisition
Page No. 19 of 19

Download Report