Purchase Orders > Requisition System > Transaction Processing > Requisition Stores Issues and Transfers

Requisition Stores Issues and Transfers

You use this program to issue or transfer items from warehouses to satisfy stores requisitions created in the Requisition Entry program.

You can achieve this only if all the required details have been entered on the requisition (see Requisition Maintenance), and you have been granted the appropriate user authority to create a purchase order (User Maintenance).

Selection for Requisition Review

Field Description
Select Requisitions

Select this to view a list of the requisitions you selected for issue or transfer.

Requisitions are displayed according to the criteria you selected.

Only requisitions in a status of Normal or Approved are displayed.
User Indicate the code of the requisition user creating the issues or transfers.
Exit Select this to ignore any information you entered and to return to the previous screen.
Selections These options enable you to indicate criteria according to which requisitions must be selected for issue or transfer.
Posting  
Stores requisitions Indicate whether you wan to process Issue or Transfer requisition types.
Requisitions  
Requisition selection Indicate the requisition(s) for which you want to perform the issues or transfers.
Due dates  
Due date selection Indicate the due date(s) for which you want to include requisitions for issue or transfer.

The due date is defined against each requisition when it is entered (Requisition Maintenance).
Stock codes  
Stock code selection Indicate the stock code(s) for which you want to include requisitions for issue or transfer.
Current warehouses  
Current warehouse selection Indicate the current warehouse(s) for which you want to include requisitions for transfer.

For aTransfer type requisition, this is the destination warehouse into which the items must be transferred.

This warehouse is not considered in an Issue type requisition.
Stores warehouses  
Stores warehouse selection Indicate the stores warehouse(s) for which you want to include requisitions for issue or transfer.

This is the warehouse from which the items must be issued.

Originators  
Originator selection If you have the authority to add and approve requisitions and also to create purchase orders, then to create the issue or transfer directly after approving the requisition, you need to select Single at this option and enter your requisition user code. Alternatively, you need to route the approved requisition to yourself before you can create the issue or transfer.
Buyers  
Buyer selection Indicate the buyer(s) for whom you want to include requisitions for issue or transfer.
Options  
Exclude 'MRP' Select this to excludes all requisitions created by the user 'MRP'.
Approved requisitions only Select this to include only approved requisitions.
Issues & Transfers only Select this to only include Issue and Transfer requisition types.

Requisition Selection Recap

This screen is displayed when you select the Select Requisitions option.

Field Description
Number of records selected This indicates the number of requisition lines which matched the selection criteria you indicated.
Do you wish to continue with the issues & transfers?  
OK Select this to proceed with the issue or transfer process for the records selected.
Cancel Select this to return to the Selection screen.

Issues

This screen is displayed when processing requisition Issues.

[Note]

  • Issues can only be processed one line at a time, due to the details required to process the transaction (see Requisition Issues)

  • Only requisitions in a status of Normal or Approved are displayed.
Field Description
Issue Select this to issue the currently highlighted line.

Issues can only be processed one line at a time, due to the details required to process the transaction (see Requisition Issues)
Stores Warehouses Select this to use the Warehouse Quantities for Stock Code program to view quantities available in each warehouse in which the item is stocked.

From the Warehouse Quantities for Stock Code program, you can select a warehouse, which will set the Stores warehouse to that warehouse.
Change Type Select this to change the requisition line currently highlighted in the listview from an Issue into either a Normal or a Transfer requisition.
Stock code This indicates the code of the stock item to be issued.
Current warehouse For aTransfer type requisition, this is the target warehouse into which you want to transfer the item(s).

For an Issue type requisition, this warehouse is not considered by the Requisition Stores Issues and Transfers program. This warehouse can be the same as the Stores warehouse.
Requisition This indicates the requisition number against which the item will be issued.
Requisition line This indicates the requisition line number within the requisition number.
Quantity This indicates the quantity of the item to be issued.
Price This indicates the price at which the item will be issued. This is the price entered against the requisition line (Requisition Maintenance).
Requisition type This indicates the type of requisition. You can use the Change Type function to change the requisition line into either a Normal requisition or a Transfer.
Stores warehouse This indicates the warehouse from which the item must be issued. You can use the Stores Warehouses function to select the required Stores warehouse.

Requisition Type

This screen is displayed when you select the Change Type function.

Field Description
Normal Select this to convert the requisition into a normal requisition so that you can create a purchase order for it.

When you change a stores requisition line into a Normal requisition line, the line will need to be re-approved.
Issue Select this to convert the requisition into a stores issue.
Transfer Select this to convert the requisition into a stores transfer.
OK Select this to convert the requisition/line.
Cancel Select this to ignore any changes you made and to return to the previous screen.

Requisition Issues

This screen is displayed when you select the Issue function.

Field Value Description
Post   Select this to process the Issue transaction. An inventory issue is processed.
[Note]

The line must have been approved before the transaction can be processed.

If successful, the listview is refreshed and the issue line is removed.

The requisition originator is notified of the issue.
Close   Select this to return to the previous screen.
Requisition details    
Current warehouse  
Stock code This indicates the code of the stock item to be issued.
Quantity This defaults to the requisition quantity of the stock item to be issued, but can be changed.

If the Quantity is increased, then the original requisition line is updated to the new quantity and the new quantity is issued.

When the Quantity is reduced, the Quantities section is enabled allowing you to either update the requisition line or add a new line.
Stocking uom This indicates the stocking unit of measure of the stock item to be issued.
Issue details    
Stores warehouse This defaults to the warehouse entered against the requisition line or the warehouse you selected from the Warehouse Quantities for Stock Code program. This can be changed.
Bin location Indicate the bin location from which the item must be issued.

This only applies if you are using multiple bins (Inventory Setup - General tab)
Lot Indicate the lot number from which the item must be issued.

You can use the browse icon to access the Browse on Lots program to view details of existing lots.

This must be a valid lot number with enough quantity available.

This only applies when the item is lot traceable (Stock Code Maintenance - Tracking tab).
Serial numbers Indicate the serial number(s) of the item(s) to be issued.

You select the Edit option to use the Serial Entry for Receipts program to allocate the serial number(s).

Valid serial numbers with enough quantity available must be used.

This only applies when the item is serialized (Stock Code Maintenance - Tracking tab).
Issue direct to job   Select this to issue the items directly to the job defined against the requisition line (Requisition Maintenance).

If you do not select this option, then the items are issued to the Stores warehouse defined for the line.

This only applies when a job is defined against the requisition line (Requisition Maintenance).
Quantities    
Quantity changed   This section only applies when the original requisition quantity is reduced in the Quantity field.
  Create req line with new quantity Select this to add a new line to the requisition for the remaining quantity (i.e. the difference between the Requisition quantity and the New requisition quantity).

The current requisition line is updated with the reduced Quantity and a duplicate line is created with the remaining quantity. The next available line number on the requisition is used.

The duplicate line is displayed in the Requisition Review listview.
  Update requisition line Select this to change the original requisition line to the reduced Quantity and to issue the new reduced Quantity.
Requisition quantity   This indicates the original requisition quantity.
New requisition quantity   This indicates the changed Quantity.
New requisition due date   Indicate the due date for the newly created requisition line. This defaults to the due date for the original requisition line.
Reference   Enter a reference for the transaction.
Notation   Enter a notation for the transaction.
Ledger code   This indicates the ledger account that will be debited with the value of the issue. This ledger code would typically be of an expense account type.

The ledger code defaults as follows:

  • The ledger code defined for Issues for the Stores warehouse (see Inventory Ledger Interface) when the requisition is not linked to a job.

  • When the requisition is linked to a job, the default is the ledger code against the job.

    If this is not defined then it defaults to the WIP control account.

A default ledger code is displayed and once set, it is not changed automatically if your other information changes.

You can only access this field if Inventory is linked to the General Ledger and you have configured your Inventory options to request the ledger code for these transactions (Ledger Code Options).

Transfers

This screen is displayed when processing requisition Transfers.

[Note]

Multiple transfers can be processed simultaneously. You use the Selected column to indicate the line(s) you want to transfer.
Field Description
File  
Exit Select this to exit the program.
Post Select this to process the selected transfers.

Only lines with a tick in the Selected column are processed.

In addition, the line must be approved and have a valid Stores warehouse for the transfer to occur.

A back-ordered Supply Chain Transfer (SCT) is created for each stores warehouse group.

The listview is refreshed and the successfully transferred lines are removed.

Upon receipt of the goods in transit items in he receiving warehouse, the originator is informed that the items have arrived.
Stores Warehouses Select this to use the Warehouse Quantities for Stock Code program to view quantities available in each warehouse in which the item is stocked.

From the Warehouse Quantities for Stock Code program, you can select a warehouse, which will set the Stores warehouse to that warehouse.
Change Type Select this to change the requisition line currently highlighted in the listview from an Issue into either a Normal or a Transfer requisition.
Stock code This indicates the code of the stock item to be transferred.
Current warehouse This indicates the target warehouse into which the item(s) will be transferred.
Requisition This indicates the requisition number against which the item will be transferred.
Requisition line This indicates the requisition line number within the requisition number.
Quantity This indicates the quantity of the item to be transferred.
Price This indicates the price at which the item will be transferred. This is the price entered against the requisition line (Requisition Maintenance).
Requisition type This indicates the type of requisition. You can use the Change Type function to change the requisition line into either a Normal requisition or a stores Issue.
Stores warehouse This indicates the source warehouse from which the item(s) will be transferred.

You can select the Stores Warehouses function to use the Warehouse Quantities for Stock Code program to select the required source warehouse.

The selected stores warehouse must contain sufficient available quantity to process the transfer.
Selected Select this to indicate that you want to include the line when selecting the Post function (i.e. you want to process the transfer for the line).

Other Information

The information in these panes is displayed for the line currently highlighted in the Requisition Review listview for information and querying purposes.

Current Warehouse Quantities

This information relates to the line currently highlighted in the listview.

Refer to Warehouse Value Details for details.

Stores Warehouse Quantities

This information relates to the line currently highlighted in the listview.

Refer to Warehouse Value Details for details.

Requisition Line Details

Column Description
Requisition Indicates the requisition number.
Line Indicates the requisition line number within the requisition number.
Originator Indicates the code of the requisition user who originated the requisition line.
Holder Indicates the current holder of the requisition line.

Notes and warnings

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.

eSignature Transaction Description
PO Requisition change user

Controls access to the Requisition user and User fields in the Requisition Create Purchase Orders, Requisition Entry, Requisition Stores Issues and Transfers and Requisition Maintenance programs.

This eSignature can be used to force the use of the Requisition user defined against the operators (Operator Maintenance) as these programs' default user.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.

Activity Description
PO Req change user Controls whether an operator can change the requisition user code when using the Requisition Entry, Requisition Create Purchase Orders and Requisition Stores Issues and Transfers programs.

The User field in these programs defaults to the Requisition user defined against the operator's code (Operator Maintenance -Defaults). Therefore, the operator cannot use these programs if this activity is denied and the default Requisition user is not defined.