Purchase Order Review

Toolbar and menu

Field	Description
Start Review	Select this to start the review process. Existing purchase orders and suggested requisitions are only displayed for those warehouses to which you have access if the option Filter reports and browses is selected against your operator code (Operator Maintenance - Security).
Change Criteria	Select this to change the Review Criteria. This option is only enabled after you select the Start Review option.

Field

Description

Start Review

Select this to start the review process.

Existing purchase orders and suggested requisitions are only displayed for those warehouses to which you have access if the option Filter reports and browses is selected against your operator code (Operator Maintenance - Security).

Change Criteria

Select this to change the Review Criteria. This option is only enabled after you select the Start Review option.

Review Criteria

The options enable you to indicate which purchase orders and suggested requisitions you want to review.

Field Value

Review selections

Review type

This option enables you to indicate what you want to review.

Field	Description
Existing purchase orders	Select this to compare existing purchase orders residing in the snapshot directory and the equivalent order residing in the live data directory.
Suggested requisitions	Select this to update the live requisition file or live purchase order file with suggested requisitions created during the Requirements Calculation. When you select this option, you can select one of the following Review functions: Maintain requisitions Create live requisitions Create live p/orders

Review function

This option enables you to indicate the function you want to perform on suggested requisitions. These options are only enabled when you select the Review type: Suggested requisitions.

Field	Description
Maintain requisitions	Select this to correct invalid fields, or alter information for the requisitions created during the Requirements Calculation.
Create live requisitions	Select this to create live requisitions from the suggested requisitions created during the Requirements Calculation.
Create live p/orders	Select this to create live purchase orders from the suggested requisitions that were created during the Requirements Calculation.

Include options

Non-stocked lines

Select this to include non-stocked purchase order/requisition lines in the review.

If a single non-stocked line is attached to the purchase order, then the entire purchase order is included/excluded regardless of whether stocked merchandise lines are also attached.


	All purchase orders with non-stocked items in the `PorMasterDetail` table that are not on file, are included irrespective of other criteria indicated. For example. You select to include order lines for a single Planner and you select the Non-stocked lines option. All order lines for the planner are included plus all order lines with non-stocked items, regardless of planner. Therefore to include lines for the single planner only, you need to deselect the Non-stocked lines option.

Previously excluded Select this to include purchase order/requisition lines previously marked as excluded in previous reviews.

Changed live orders Select this to include live purchase orders which have been maintained in the review since the snapshot was last taken.

Invalid requisitions only

Purchase orders

Indicate the purchase order number(s) you want to include in the review.

This selection is only available if you selected the Review type: Existing purchase orders above.

Suggested requisitions

Indicate the requisition number(s) you want to include in the review.

This selection is only available if you selected the Review type: Existing requisitions or Suggested requisitions above.

Suggested due dates Indicate the suggested line due date(s) for which you want to include purchase orders/requisitions in the review.

Suppliers Indicate the supplier(s) for whom you want to include purchase orders/requisitions in the review.

Buyers Indicate the buyer(s) for whom you want to include purchase orders/requisitions in the review.

Planners Indicate the planner(s) for whom you want to include purchase orders/requisitions in the review.

Stock codes

Indicate the stock code(s) for which you want to include requisitions in the review.

If you selected the option: Browse stock codes with requirements (Requirements Planning Setup - General 1 tab), then the Stock Codes with Requirements listview is displayed when you browse on stock codes. Otherwise, the Browse on Stock Codes listview is displayed.

Suggested order date selection Indicate the suggested order date(s) for which you want to include requisitions in the review.

Warehouses Indicate the warehouse(s) for which you want to include requisitions in the review.

Product classes Indicate the product class(es) for which you want to include requisitions in the review.

Live purchase order creation

Use single warehouse per order

Select this to create individual purchase orders for each individual warehouse. For example, if you have a single stock item in multiple warehouses, then a purchase order is created for each warehouse for that stock item.

You can only select this option if you selected to create live purchase orders.

This option is selected by default and cannot be changed when the option: Restrict order to single warehouse and use for delivery address is selected (Purchase Orders Setup - Options tab).

Live requisition creation

These options enable you to define automatic routing for live requisitions created by the Purchase Order Review program.

The live requisitions are created with MRP as the requisition originator. If you want to automatically route these requisitions to either a buyer or a planner, you must ensure that the buyer and planner exist as requisition users (see Browse on Requisition Users).

These options are only enabled if you selected the Review type: Suggested requisitions.

Requisition routing

Field

Description

Routing not required

Select this if you do not want the Requirements Calculation program to automatically route the live requisitions it creates.

If you select this option, then the live requisitions are created under the requisition user MRP and you will need to use the Requisition Entry program to manually route these requisitions from requisition user MRP to other requisition users as required.

Route to user buyer

Select this to route the live requisitions created by the Requirements Calculation program to the buyer defined against the stock item being requisitioned (Stock Code Maintenance - Replenishment tab).


	The buyer code defined against the stock item must also be defined as a requisition user (i.e. if you defined a buyer B1 against the stock item, then you need to also define a requisition user B1).

Route to user planner

Select this to route the live requisitions created by the Requirements Calculation program to the planner defined against the stock item being requisitioned (Stock Code Maintenance - Production tab).


	The planner code defined against the stock item must also be defined as a requisition user (i.e. if you defined a planner P1 against the stock item, then you need to also define a requisition user P1).

Route notation

Enter a meaningful route narrative.

The Route notation describes the requisition as it moves from one user code to the next and must be entered.

Requisition/purchase order creation These options apply when creating requisitions/purchase orders.

Convert quantity to alternate Uom

Select this to create requisitions and purchase orders in the alternate unit of measure defined against the stock item (Stock Code Maintenance Descriptive - tab).

If you do not select this option, then suggested requisitions are created using the stocking unit of measure.

If you select this option, then you must ensure that the Price unit of measure within the Purchase Order module (Browse on Price Unit of Measure) is defined. If the Price unit of measure is not defined, then the line is ignored at the time the purchase order is created.

A requisition is not created in the alternate unit of measure if the unit of measure was manually entered.

This option is only available if you selected the setup option: Use alternate unit of measure for order quantity (Purchase Orders Setup - General tab).

Attach subcontract op narrations

Select this to attach standard narrations attached to a subcontract operation to the purchase order when you create the order.

Specific narrations are only attached to the purchase order if they were added to the suggested job before the job was confirmed.

Live Purchase Order Review

This pane is displayed when you select the Review type: Existing purchase orders.

Field

Description

Apply Actions

Highlighted Lines

Select this to apply the changes indicated by the action messages (see Order Action Messages) to the purchase orders currently highlighted for actioning in the Live Purchase Order Review listview.

These are orders against which a tick is displayed in the Include column of the listview.


	A purchase order is ignored under the following conditions: the live purchase order has been updated any errors are encountered the live purchase order is flagged as 'in process' the live purchase order is flagged as 'printed' or 'created from a requisition' and a password is required to maintain it.

If it is suggested that the order quantity be reduced, then the quantity is not reduced below the received quantity in the live purchase order.

All

Select this to apply the changes indicated by the action messages (see Order Action Messages) to all purchase orders against which a tick is displayed in the Live Purchase Orders Review listview.

Include

This option enables you to indicate the purchase orders you want to include for actioning.

Highlighted Lines

Select this to include the purchase orders currently highlighted in the Live Purchase Order Review listview for actioning.

You can use your mouse button together with the Ctrl and Shift keys to highlight multiple purchase orders in the listview.

When you select this option, a tick is placed in the Included column of the listview for the currently highlighted order(s).

All

Select this to include all purchase orders in the Existing Purchase Orders listview for actioning.

When you select this option, a tick is placed in the Included column of the listview for all orders currently displayed.

Exclude

This option enables you to indicate the purchase orders you want to exclude from actioning.

You can manually exclude individual purchase orders by unticking an order which has a tick in the Include column of the listview.

Alternatively, you can use your mouse button together with the Ctrl and Shift keys to highlight multiple purchase orders in the listview. You then use the Highlighted Lines option to exclude these orders.

Highlighted Lines

Select this to exclude the purchase orders currently highlighted in the Live Purchase Order Review listview from being actioned.

The selected purchase orders are removed from the listview and are excluded from being actioned.

All

Select this to exclude all purchase orders in the Live Purchase Order Review listview from being actioned.

Save

Select this to save any actions you applied.

Show Excluded

Select this to display lines previously excluded from the listview. These are lines which were previously unticked when you select the Hide Excluded function.

Hide Excluded

Select this to hide (not display) lines you excluded from the listview (i.e. unticked lines). You can re-display these lines by selecting the Show Excluded function.

Live Purchase Order Review Listview

The following information is included in the listview:

Column	Description
Include	A tick in this column indicates that the purchase order is included in the review and will be actioned if you select to do so.
Purchase order	This indicates the purchase order number.
Supplier	This indicates the supplier code for the purchase order. Requirements Planning creates suggestions using the supplier that is defined on the inventory master. You can then maintain these suggestions in the Review and change the supplier if you wish.
Date entered	This indicates the date on which the purchase order was entered into the system.
Status	Status (see Order Status Messages) Once an action has been applied to an order, the order status changes accordingly.
Action	Any differences found between the live/snapshots line due dates and/or order quantities will generate action messages. You can apply these actions to the live order lines, provided they have not been changed since the last run of the Requirements Calculation program. Once an action has been applied to an order, the order status changes accordingly. Refer to Order Action Messages for information on theses statuses.
Supplier name	This indicates the name of the supplier to whom the purchase order is made out.

Order Status Messages

The table below lists the possible order status messages which could be displayed:

Status	Description
To print	The order has been entered, but not yet printed.
Printed	An order has been entered and printed.
Completed	The order has been maintained/completed (using the Purchase Order Entry program) since the snapshot was taken. These orders cannot be updated and are only displayed for information.
Cancelled	The live order has been cancelled since the snapshot has been taken. These orders cannot be updated and are only shown for information.
Changed	The information from the snapshot file has already been used to update the live file. No actions can be applied, from here, to any order which is in this status.
Excluded	The operator has used the exclude function to indicate that the order is to be excluded from future reviews.

Order Action Messages

The table below lists the possible order action messages which could be displayed:

Action	Description
Reschedule in	The suggested due date of all (or some) lines of the order are earlier than the live order planned date.
Reschedule out	The suggested due date of all (or some) lines of the order are later than the live order planned date.
Reduce quantity	The suggested quantity to order for some (or all) lines on the order are less than the planned quantity on the live purchase order. This is normally due to manipulation of the purchase order quantity in the snapshot file (using the Requirements Planning Query program), or the quantity having been changed using the Purchase Order Entry program since the snapshot was taken.
Increase quantity	The suggested quantity to order for some (or all) lines on the order exceeds the planned quantity on the live purchase order. This is normally due to manipulation of the purchase order quantity in the snapshot file (using the Requirements Planning Query program), or the quantity having been changed using the Purchase Order Entry program since the snapshot was taken.
Cancel	All of this purchase order's merchandise lines can be cancelled (this is indicated by the suggested line due date being pushed out to beyond the year 2040) and there are no non-merchandise lines (e.g. freight) or LCT lines, which have not been completed against the order.
Part cancel	It is suggested one (or more) lines of the order should be cancelled, but not the entire order.
Change	This message is displayed if more than one of the above actions have been suggested for a particular order. This could happen (for example) where some lines have a suggested due date earlier than planned, and others later than planned, or both the quantities and the dates require changing.

Supplier Information

The information in this pane relates to the supplier for the purchase order currently highlighted in the Live Purchase Order Review listview.

Purchase Order Line Details

The information in this pane relates to the purchase order currently highlighted in the Live Purchase Order Review listview.

Field	Value	Description
Include Action Only Lines		Select this display only lines which require actions. This excludes any purchase order lines on which no actions are required.
Req planning Query		Select this to use the Requirements Planning Query program to view the results of the Requirements Calculation for the stock code currently highlighted in the listview.

Purchase Order Line Details Listview

This listview displays the order lines for the purchase order currently highlighted in the Live Purchase Order Review listview.

Live Details

The information in this pane relates to the purchase order line currently highlighted in the Purchase Order Line Details listview.

The following information is included in this pane:

Field	Description
Line	This indicates the line number within the purchase order.
Supplier	This indicates the supplier code to whom the purchase order was made out.
LCT details	These details are only displayed if the order line is associated with a Landed Cost Tracking shipment. Route This indicates the route for the shipment. Route description This indicates the description for the route. Shipment reference This indicates the reference allocated to the shipment related to the purchase order line and is only displayed if the order line is associated with a LCT shipment.

Snapshot Details

This pane displays the information for the purchase order in the snapshot directory. The field headings correspond to those in the Live Details pane. This enables you to compare existing purchase orders residing in the snapshot directory to the equivalent orders residing in the live data directory.

The purchase planning indicated within the snapshot files is generated by the Requirements Calculation program, and by any subsequent manual manipulation of the snapshot files using the Pegging function of the Requirements Planning Query program.

Maintain Suggested Requisitions

When you review suggested requisitions, you can maintain them before converting them to live requisitions or purchase orders.


	All suggested requisitions with a due date beyond the year 2040 are ignored. The suggested requisition line is ignored if it contains an invalid stock code. The Requirements Calculation schedules on a date basis and not an individual demand basis. For example, if there are demands for an item from two different jobs on the same day, only one suggested requisition is raised and not two. You can only maintain information in this pane according to the authority level assigned to your requisition user. To view and maintain requisitions created by the Purchase Order Review or Requisition Review programs, you must create a user named MRP and assign the required authority to this user (see User Maintenance).

The Purchase Order Review creates suggested requisitions from the snapshot file for blanket purchase orders with contract type Call-off single and defined as a Fixed contract, on the assumption that fixed contract blanket purchase orders may not be changed to meet demand.

Once you create a live requisition or purchase from a suggested requisition, you can no longer maintain the suggested requisition.

Maintain Suggested Requisitions

This pane is displayed when you select the Review type: Suggested requisitions and the Review function: Maintain requisitions.

Field	Description
Include	This option enables you to indicate the suggested requisitions you want to maintain.
Highlighted Lines	Select this to include the suggested requisitions currently highlighted in the listview for maintenance. You can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview. When you select this option, a tick is placed in the Included column of the listview for the currently highlighted requisition(s).
All	Select this to include all suggested requisitions in the listview for maintenance. When you select this option, a tick is placed in the Included column of the listview for all requisitions currently displayed.
Exclude	This option enables you to indicate the suggested requisitions you want to exclude from maintaining. You can manually exclude individual requisitions by unticking a requisition which has a tick in the Include column of the listview. Alternatively, you can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview. You then use the Highlighted Lines option to exclude these requisitions.
Highlighted Lines	Select this to exclude the suggested requisitions currently highlighted in the listview from being maintained. The selected requisitions are removed from the listview and are excluded from being maintained.
All	Select this to exclude all suggested requisitions in the listview from being maintained.
Save	Select this to save any changes you made.
Change	Select this icon to use the Requisition Maintenance program to maintain the details of the suggested requisition currently highlighted on the listview The changes which need to be made are suggested by the invalid messages (see Requisition Invalid Messages).
Req Planning Query	Select this to use the Requirements Planning Query program to view the results of the Requirements Calculation for each stock code/warehouse combination.
Show Previously Excluded	Select this to re-display lines which you previously excluded from the listview.

Requisition Invalid Messages

Requisition invalid messages are displayed if there are any fields on the suggested requisition which are invalid.

The following table lists the messages which could be displayed:

Invalid message	Description
Supplier	The supplier code is blank, not on file, or purchase orders are not allowed for this supplier.
P/class	The product class field is blank.
U/m	The order/price unit of measure conversion information is not on file.
W/h	The stock code is not stocked in the selected warehouse. If you have enabled the option: Consolidate selected warehouses (Requirements Planning Setup) the warehouse will be the warehouse held against the stock code.
Tax code	The tax code is not on file.
Errors	More than one field on the requisition is invalid.
Excluded	The user has set the requisition to be excluded from the review.

Requisition Information

This pane is available if you selected the Review type: Suggested requisitions.

The information displayed in this pane relates to the line currently highlighted in the Maintain Suggested Requisitions or Create Live Purchase Orders listview.

The following information is included in this pane:

Column	Description
Originator	This indicates the requisition user code of the person who originated the requisition.
Requisition	This indicates the requisition number.
Requisition line	This indicates the requisition line number.
Stock code	This indicates the stock code on the requisition line.
Description	This displays the description for the stock item being requisitioned
Rev/Rel	This indicates the revision/release for the stock item, if the item is ECC controlled.
Due date	This indicates the date on which the items are required.
Order quantity	This indicates the order quantity for the line.
Order uom	This indicates the unit of measure for the order quantity.
Warehouse	This indicates the warehouse for which the item is being requisitioned.
Reason	This indicates the reason entered against the requisition line.
Supplier	This indicates the supplier entered against the requisition line.
Price	This indicates the unit price of the item.
Price uom	This indicates the unit of measure for the price.
Discount	This indicates the discount method applicable to the requisition line.
Status	This indicates the status of the requisition. See Statuses.
Job	This indicates the job number if the requisition line relates to a Work in Progress job.
Operation	This indicates the sub-contract operation for the item. This only applies if the requisition line is for a non-stocked item and the item relates to a Work in Progress job.
Product class	This indicates the product class relevant to the item (see Product Class Maintenance).
Ledger code	This indicates the General Ledger code for a non-stocked item
Capex number	This indicates the capital expenditure number relevant to the item.
Extended value	This indicates the total value of the requisition, net of discount and including taxes.
Commitments	Select this to view the purchase order commitments for the supplier over a specified period.

Create Live Requisitions

You use the Create live requisitions Review function to create live requisitions from the suggested requisitions created during the Requirements Calculation.


	Any live requisition created by this function is assigned an originator code of MRP. All suggested requisitions with a due date beyond the year 2040 are ignored. The suggested requisition line is ignored if it contains an invalid stock code. You can only create live requisitions for warehouse to which you have access (Operator Maintenance). The Requirements Calculation schedules on a date basis and not an individual demand basis. For example, if there are demands for an item from two different jobs on the same day, only one suggested requisition is raised and not two.

The Purchase Order Review and Requisition Review programs create suggested requisitions from the snapshot file for blanket purchase orders with contract type Call-off single and defined as a Fixed contract, on the assumption that fixed contract blanket purchase orders may not be changed to meet demand.

Create Live Requisitions

This pane is displayed when you select the Review type: Suggested requisitions and the Review function: Create live requisitions.

Field

Description

Create

If you want to create live requisitions for specific buyers, planners or suppliers, then you need to use the Review Criteria to filter the required suggested requisitions. Alternatively, you can sort the listview by supplier or planner or buyer and then select to include only the required requisitions.

Irrespective of your buyer, planner or supplier selection, MRP remains the originator of the requisition.

Live requisitions created are automatically approved if the maximum automatic approval limit is set against the MRP user (User Maintenance) is not exceeded and Approval level checking is set to User level (Purchase Orders Setup).

Automatic approval is not applied:

for stores Issues and Transfers.
when requisition budgets are required and the budget is exceeded.
if mandatory user codes are checked in routing (Purchase Orders Setup) and the user code is not MRP.

When a requisition line is automatically approved, it is routed using the routing information against the requisition user MRP. Only the routing options defined against the requisition user are applied.

When the option Routing - Record approvals is enabled, the requisition is routed to the user defined in the Route on to user field for the MRP user (User Maintenance) providing this is valid. If this requisition user has a valid user defined in the Route to user field with authority to Create purchase orders, then the requisition is routed again to that user to create the purchase order. When the option Routing - Record approvals is not enabled or the requisition Route to user field is spaces for the requisition user MRP, then the requisition is routed to the user to create the purchase order against the requisition user MRP if valid.

Highlighted Lines

Select this to create live requisitions from all the suggested requisitions set to Included in the review (i.e. those with a tick in the Included column).

Suggested requisitions containing errors are ignored.

Requisition numbers are generated automatically, regardless of the setup option selected.

These requisitions are created against the user MRP.

All

Select this to create a live requisition from all the suggested requisitions currently displayed in the listview.

Create Multi Line Requisitions

This option enables you to create multiple live requisitions based on the a specific buyer, planner or supplier.

These options are only available when you select a single Buyer, Planner or Supplier in the Review Criteria.


	Before selecting any of these options, you need to indicate the requisition lines you want to Include in the requisition. Irrespective of your selection here, MRP remains the originator of the requisition.

Field

Description

Create Multi Line Req for Supplier

Select this to create a single live requisition from the lines included in the listview for the Supplier you indicated in the Review Criteria.

Create Multi Line Req for Planner

Select this to create live requisitions according to the planner defined against the stock item (Stock Code Maintenance).

Select this to create a single live requisition from the lines included in the listview for the Planner you indicated in the Review Criteria.

If the lines you included in the listview are for different suppliers, then a single requisition is created for each supplier.

This option is only available if you selected a single Planner in the Review Criteria.

Create Multi Line Req for Buyer

Select this to create live requisitions according to the buyer defined against the stock item (Stock Code Maintenance).

Select this to create a single live requisition from the lines included in the listview for the Buyer you indicated in the Review Criteria.

If the lines you included in the listview are for different suppliers, then a single requisition is created for each supplier.

This option is only available if you selected a single Buyer in the Review Criteria.

Include

This option enables you to indicate the suggested requisitions for which you want to create live requisitions.

Highlighted Lines

Select this to include the suggested requisitions currently highlighted in the listview for creating live requisitions.

You can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview.

When you select this option, a tick is placed in the Included column of the listview for the currently highlighted requisition(s).

All

Select this to include all suggested requisitions in the listview for creating live requisitions.

When you select this option, a tick is placed in the Included column of the listview for all requisitions currently displayed.

Exclude

This option enables you to indicate the suggested requisitions you want to exclude when creating live requisitions.

You can manually exclude individual requisitions by unticking a requisition which has a tick in the Include column of the listview.

Alternatively, you can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview. You then use the Highlighted Lines option to exclude these requisitions.

Highlighted Lines

Select this to exclude the suggested requisitions currently highlighted in the listview from being converted into live requisitions.

The selected requisitions are removed from the listview and are excluded from the requisition creation process.

All

Select this to exclude all suggested requisitions in the listview for creating live requisitions.

Save

Select this to save any changes you made.

Route to User

Select this to route the live requisition you are creating to a specific requisition user.

You indicate the user code and routing narration within the listview.

Change

Select this to use the Requisition Maintenance program to maintain the details of the suggested requisition currently highlighted on the listview.

The changes which need to be made are suggested by the invalid messages (see Requisition Invalid Messages).

Notes

When creating a live requisition, notes added in the Requisition Maintenance program are copied to the live requisition subject to the following:

If the live requisition created is linked to a sub contract operation and you select to attach subcontract op narrations, then any notes against the operation take precedence and are applied to the live requisition.
In all other cases, any notes added in the Requisition Maintenance program take precedence over notes created using the Notes option in the toolbar of the Create Live Requisitions pane.
If a live requisition created is not linked to a subcontract operation then any notes added in the Requisition Maintenance program take precedence over notes created using the Notes option in the toolbar of the Create Live Requisitions pane.
Notepad notes added in the Requisition Maintenance program for suggested requisitions are copied from the suggested requisition to the live requisition.

Requisition Notes

Select this to use the Text Editor program to enter free format notes for the line(s) currently highlighted in the listview.

These notes are transferred to the live purchase order.

Purchase Order Comments

Select this to use the Text Editor program to enter free format notes for the line(s) currently highlighted in the listview. These notes will be attached to the purchase order created from the requisition.

These notes are transferred to the live purchase order.

Req Planning Query

Select this to use the Requirements Planning Query program to view the results of the Requirements Calculation for each stock code/warehouse combination.

Show Previously Excluded

Select this to re-display lines which you previously excluded from the listview.

Create Live Requisitions Listview

The following information is included in this listview:

Column	Description
Included	A tick in this column indicates that the suggested requisition line is selected. When you select to create live requisitions, then a requisition line is only included in the live requisition if this column contains a tick.
Requisition	This indicates the requisition number.
Quantity	This indicates the quantity of the item being requisitioned.
Status/Invalid	See Requisition Invalid Messages
Route to user	This column is enabled when you select the Route to User option. This enables you to indicate the requisition user to whom the requisition must be routed.
Route notation	This column is enabled when you select the Route to User option. This enables you to enter a meaningful route narrative. The Route note describes the requisition as it moves from one user code to the next. Each time the Route function is used, a new route narrative must be entered.

Requisition Information

The information displayed in this pane relates to the line currently highlighted in the Suggested Requisitions listview.

Refer to Requisition Information.

Create Live Purchase Orders

You use the Create live p/orders Review function to create live purchase orders from suggested requisitions created during the Requirements Calculation. The program groups all suggested purchase orders per supplier and displays each set in a listview.

You cannot create live purchase orders for warehouses to which you have been denied access (Operator Maintenance - Security tab).

The sequence in which the Requirements Calculation program determines the warehouse for creating suggested purchase orders is:

The warehouse for the components as defined against the Bill of materials
The component warehouse to use defined against the warehouse
The warehouse to use defined against the stock code


	If you are creating purchase orders for a foreign supplier and you enabled the option: Use current inventory cost price at the Default pricing method for suggest p/o review field (Requirements Planning Setup) then the price defaults to zero. The program will not create purchase orders from suggested requisitions that have invalid fields, except under the following circumstances: If Use single warehouse per order is selected and this warehouse is invalid, you will have to enter a valid warehouse. If the supplier is invalid or purchase orders are not allowed for this supplier then you will have to enter a valid supplier, once you use the Create function. The buyer code is not automatically updated in the Purchase Order Header of the newly created purchase order. The reason is that a buyer code is defined against each stock item, but a purchase order can be created for multiple items, each with a different buyer. You can set the setup option: Validate buyer when purchase order created (Purchase Orders Setup - Options tab) to Mandatory to ensure that operators enter a valid buyer code for each newly created purchase order.

This pane is displayed when you select the Review type: Suggested requisitions and the Review function: Create live p/orders.

Field

Description

Create

Select this to create a live purchase order from the selected suggested purchase order lines. You can then use the Purchase Order Header program to maintain the header details of the purchase order.


	Purchase orders are only created for the suggested requisition lines which have a tick in the Selected column and in the Included column.

The purchase order due date is calculated by adding the Dock to stock days defined against each stock item (Stock Code Maintenance - Replenishment tab), and the days entered against the option: Number of days after stock arrives that it can be used (Requirements Planning Setup - General 1 tab). The result of this calculation is used to age the due date according to the date on which the item is required (i.e. the demand date). If the calculated due date is prior to the date on which the MRP calculation was run, then the due date is taken as the day before the MRP calculation run date. The due date for subcontract items is calculated in the same way, but dock to stock days are excluded.

The following warning message is displayed when the suggested requisition is linked to a subcontract operation of a suggested job:

'At least one selected requisition is linked to a suggested job. Do you wish to continue and remove any links?'

If you select OK, then the link to the suggested job is removed and the purchase order is created.

Note that as this is only a warning message, you are only notified of the first supplier with requisitions linked to suggested jobs, but there could be other suppliers as well.

Include

This option enables you to indicate the suggested requisitions for which you want to create live purchase orders.

You can manually include individual requisitions by selecting the Included column of the listview for that requisition.

Highlighted Lines

Select this to include the suggested requisitions currently highlighted in the listview for creating live purchase orders.

You can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview.

When you select this option, a tick is placed in the Included column of the listview for the currently highlighted requisition(s).

All

Select this to include all suggested requisitions in the listview for creating live purchase orders.

When you select this option, a tick is placed in the Included column of the listview for all requisitions currently displayed.

Exclude

This option enables you to indicate the suggested requisitions you want to exclude when creating live purchase orders.

You can manually exclude individual requisitions by deslecting a requisition which has a tick in the Included column of the listview.

Alternatively, you can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview. You then use the Highlighted Lines option to exclude these requisitions.

Highlighted Lines

Select this to exclude the suggested requisitions currently highlighted in the listview from being converted into live purchase orders.

The selected requisitions are removed from the listview and are excluded from the purchase order creation process.

All

Select this to exclude all suggested requisitions in the listview from the purchase order creation process.

Select

Select for Supplier

Select this to set all requisitions for the supplier currently highlighted in the listview to selected (i.e. put a tick in the Selected column). This enables you to manually indicate the individual suppliers for whom you want to create purchase orders.


	Only the lines for which a tick exists in the corresponding Include column are set to selected. (i.e. there must be a tick in the Include column before you can place a tick in the Selected column.

Highlighted

Select this to set all requisitions currently highlighted and Included in the listview to selected for purchase order creation. (i.e. only those lines against which a tick exists in the Include column are set to selected).

You can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview.

This enables you to manually indicate the individual requisitions for which you want to create purchase orders.

For example: If a number of lines are grouped for creation into one single order, but you want to group these lines by due date, then deselect those lines which do not apply before creating a purchase order. After creating the order for the selected lines, all those which were deselected are re-displayed. Repeat this process until no lines remain.

All

Select this to set all requisitions currently displayed and Included in the listview to be selected for purchase order creation (i.e. only those lines against which a tick exists in the Include column are set to selected).

This enables you to create purchase orders for all requisitions, for all suppliers, currently displayed in the listview.

Deselect

Deselect for Supplier

Select this to set all requisitions for the supplier currently highlighted in the listview to excluded (i.e. remove the tick in the Selected column). This enables you to manually indicate the individual suppliers for whom you do not want to create purchase orders.

This does not remove the tick in the corresponding Included column.

Highlighted

Select this to set all requisitions currently highlighted in the listview to deselected.

You can use your mouse button together with the Ctrl and Shift keys to highlight multiple requisitions in the listview.

This enables you to manually indicate the individual requisitions for which you do not want to create purchase orders.

This does not remove the tick in the corresponding Included column.

All

Select this to set all requisitions currently displayed in the listview to be deselected from the purchase order creation process.

This does not remove the tick in the corresponding Included column.

Save

Select this to save any changes you made.

Change

Select this icon to use the Requisition Maintenance program to maintain the details of the suggested requisition currently highlighted on the listview.

The changes which need to be made are suggested by the invalid messages (see Requisition Invalid Messages).

Req Planning Query

Select this to use the Requirements Planning Query program to view the results of the Requirements Calculation for each stock code/warehouse combination.

Show Previously Excluded

Select this to re-display lines which you previously excluded from the listview.

Create Live Purchase Orders

The following information is included in this listview:

Column	Description
Selected	This indicates whether the line is selected for purchase order creation. When you select to create live purchase orders, then a requisition line is only included in the purchase order if this column contains a tick and the included column contains a tick.
Supplier	This indicates the supplier code defined against the requisition.
Customer	This indicates the specific customer for whom the item is being requisitioned. This only applies if you entered a customer against the requisition. MRP consolidates demand to suggest supply, thus the demand is not per line item (it is consolidated). If you add a customer to your requisitions, then the grouping is also done by customer. The customer is then copied to the Purchase Order Header. The customer field is not populated by SYSPRO, it is an entry field for the user.
Customer p/o	This indicates the customer's purchase order number, if the item is being requisitioned for a specific customer.
Requisition	This indicates the requisition number.
Include	A tick in this column indicates that the suggested requisition line is selected for purchase order creation. When you select to create live purchase orders, then a requisition line is only included in the purchase order if this column contains a tick and the Selected column contains a tick.
Stock code	This indicates the code of the item being requisitioned.
Wh	This indicates the warehouse for which the item is being requisitioned.
Quantity	This indicates the quantity of the item being requisitioned.
Status/Invalid	See Requisition Invalid Messages
Rev	This indicates the revision of the stock item. This is only displayed if the item is ECC controlled (Stock Code Maintenance).
Rel	This indicates the release of the stock item. This is only displayed if the item is ECC controlled (Stock Code Maintenance).
Created purchase order	This indicates the purchase order number which was created for the requisition.
Created P/o line	This indicates the purchase order line number which was created for the requisition.
Stock code description	This indicates the description of the stock code being requisitioned.
Product class	This indicates the product class for the stock item.

Supplier Information

The information in this pane relates to the supplier for the suggested requisition line currently highlighted in the Suggested Requisitions listview.

The following information is included in this pane:

Field	Description
Supplier on hold	This indicates whether the supplier is on hold.
Supplier class	This code indicates the category to which a supplier is assigned.
Supplier branch	The following queries can be accessed from this field by typically using your left mouse button: Supplier Branch Quick View Query (see Browse on AP Branches)
Minimum p/order values	Minimum p/order value This indicates the minimum purchase order value (in local currency) applicable to this supplier. Minimum p/order mass This indicates the minimum purchase order mass value applicable to this supplier when entering a purchase order for a stocked item. Minimum p/order volume This indicates the minimum purchase order volume value applicable to this supplier when entering a purchase order.

Requisition Information

The information displayed in this pane relates to the line currently highlighted in the Suggested Requisitions listview.

Refer to Requisition Information.

Purchase Order Values

The values displayed in this pane are per supplier for the lines that are selected in Create Live Purchase Orders listview.

This pane is only available when you select the Review type: Suggested requisitions, together with the Review function: Create live p/orders.

The following information is included:

Field	Description
P/order value	This indicates the total value of the requisitions selected for the supplier in the Create Live Purchase Orders listview.
P/order mass	This indicates the total mass of the items on the requisitions selected for the supplier in the Create Live Purchase Orders listview.
P/order volume	This indicates the total volume of the items on the requisitions selected for the supplier in the Create Live Purchase Orders listview.

Notes and warnings

Restrictions and limits

The following restrictions apply to this program:

The Purchase Order Review program only works with merchandise lines. It excludes freight lines, other charges, comments (unless the entire order can be cancelled) and merchandise lines flagged as LCT.
You can only view suggested requisitions for fixed contract Blanket Purchase orders. To view suggested requisitions for contract Blanket Purchase orders which are not fixed, you use the Blanket Purchase Order Review program.
If you enable the option: Consolidate selected warehouses (Requirements Planning Setup) then the Purchase Order Review program ignores all blanket purchase orders, regardless of the warehouse against which the contract is defined.
The Purchase Order Review program ignores contract pricing when suggesting purchase orders in the review process.
The live requisitions are created with MRP as the requisition originator.

If you indicated a Warehouse against the requisition user MRP (User Maintenance), then live requisitions can only be maintained and created for that warehouse.

The message Stock item not stocked in correct warehouse is displayed when you attempt to change line details for items in another warehouse.
The Requirements Calculation ignores any purchase order (it actually physically deletes the lines from snapshot) that is part of a Call off single purchase order which is not fixed and not in a status of completed or cancelled. Therefore no supply is recognized against active live lines and no pegging is output.

Because no existing supply is output, all demand raised is satisfied by raising a suggested requisition. When reading in these suggestions in the MRP purchase order/requisition review, a check is made against all suggested requisitions to see whether there is an active Blanket Putchase Order contract for the stock code/warehouse. If there is and the suggested requisition due date falls within the contract start and expiry date, then the suggested requisition is ignored. All Blanket Purchase Order logic is currently handled through the Blanket Purchase Order Review.