You use this program to create purchase orders or requisitions to buy non-stocked items needed for a quotation.
You can maintain suggested requisitions before converting them to live requisitions or purchase orders.
This program is automatically loaded from the Quotation Confirmation program if you selected to Create purchase orders/requisitions, the quotation is being confirmed for a non-stocked item and you selected Quotations at the Include in requirements calculation setup option (Requirements Planning Setup).
| Field | Description |
|---|---|
| Start Review | Display quotations according to the Review criteria indicated. |
| Change Criteria | Reset the Review Criteria to the defaults and then change the criteria. |
| Field | Description |
|---|---|
| Review selections | The review function you select determines the functions available on the review screen. |
| Maintain suggestions |
Select this to correct invalid fields or change information from the Review screen. Once the changes have been made, the suggestions can be turned into requisitions or purchase orders. |
| Create requisitions | Select this to create live requisitions from the suggested purchases from the Review screen. |
| Create purchase orders | Select this to create purchase orders from the suggested requisitions which are grouped by supplier. |
| Non-stocked codes | Indicate the non-stocked code(s) you want to include in the review. |
| Supplies | Indicate the supplier(s) you want to include in the review. |
| Suggested order dates | Indicate the range of order dates you want to include in the review. |
| Suggested line due dates | Indicate the range of line due dates you want to include in the review. |
| Include options | The options selected here will determine which requisitions will be included in the review. |
| Previously excluded | Select this option to include requisition lines previously flagged as excluded in the review. |
| Invalid requisitions |
Select this option to include invalid requisitions in the review. This option reads invalid requisitions only when you select to Maintain suggestions. |
| Component options | |
| Include component narrations | |
| Requisition options | |
| Requisition user | This indicates the requisition user that to use to
create the requisition. This defaults to QOT but can be changed, providing the requisition user entered has the authority to add requisitions (User Maintenance). This applies only when creating requisitions. The eSignature QOT Change req user when creating requisitions can be used to control changes to this field. |
| Purchase order options | |
| Copy quotation notes to purchase order | Select this to copy the quotation header notes to the
purchase order header. This applies only when creating purchase orders and notes exist against the quotation header (Quotation Entry). |
| Notes | This indicates the first line of the note against the quotation header. |
This review screen is displayed when you select the Start Review function with the Maintain suggestions option enabled.
You can correct invalid fields or change information.
Once the changes have been made, the suggestions can be turned into requisitions or purchase orders.
Requisition invalid messages are displayed if any fields on the suggested requisition are invalid.
The following is a list of the messages which could be displayed in the Status/Invalid column of the listview:
| 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. |
| Tax code | The tax code is not on file. |
| Errors | More than one field on the requisition is invalid. |
| Excluded | The operator has set the requisition to be excluded from the review. |
This displays details of the suggested requisition currently highlighted in the listview.
| Invalid Message | Description |
|---|---|
| Auto vouchering required |
This displays the auto vouchering selection as defined against the supplier in the Supplier Maintenance program, and indicates if the supplier is using auto vouchering or not. It can be:
|
This is displayed when you select the Start Review function and you selected the Create requisitions option.
| Field | Description |
|---|---|
| Create | Select this to create a live requisition from the
selected suggested requisition(s) in the review. Lines that have already been created or that have been excluded are ignored. Requisition numbers are generated automatically. |
| Highlighted lines | Select this to create a live requisition only from the lines which are ticked in the Include column. |
| All | Select this to create a live requisition from all lines in the listview. Suggested requisitions containing errors and lines already created are ignored. See Invalid Messages. |
| Include | Indicate the lines you want to maintain. A tick is placed in the checkbox of the Include column to indicate that a line is included. |
| Exclude | Indicate the lines you want to exclude from
maintenance. The tick in the checkbox of the Include column is removed to indicate that a line is excluded. |
| Save | Select this to save the changes you made. |
| Change | Select this to change details of the currently highlighted suggested requisition line. |
| Req Planning Query | Displays the results of the Requirements Calculation for stock code (see Requirements Planning Query). |
| Show Excluded | Select this to display the excluded lines from the listview. Excluded lines are those without a tick in the Include column of the listview. |
| Hide Excluded | Select this to remove the excluded lines from the listview. Excluded lines are those without a tick in the Include column of the listview. |
This review screen is displayed when you select the Start Review function and you selected the Create purchase orders option.
This enables you to create purchase orders from the suggested requisitions which are grouped by supplier.
| Field | Description |
|---|---|
| Create |
Select this to create a purchase order from the selected requisition lines. Once created, you can maintain the header details of the purchase order using the Purchase Order Header program. Lines for which purchase orders have already been created, and excluded lines are ignored. Purchase orders are not created from suggested requisitions that have invalid fields. See Invalid Messages. |
| Include | Indicate the lines you want to maintain. A tick is placed in the checkbox of the Include column to indicate that a line is included. |
| Exclude | Indicate the lines you want to exclude from
maintenance. The tick in the checkbox of the Include column is removed to indicate that a line is excluded. |
| Select/Deselect | Indicate the lines you want to include or exclude when the live purchase order is created. |
| Save | Select this to save your changes. |
| Change | Select this to use the Requisition Maintenance program change the requisition details. |
| Req Planning Query | Displays the results of the Requirements Calculation for stock code (see Requirements Planning Query). |
The live requisitions which you create are routed to a user called QOT by default, unless this was changed.
The QOT user must be created in the Requisition System. The Quotations system allocates requisitions to this user, but does not create the user.
The Quotation Purchasing Review program only applies to non-stocked merchandise lines and excludes Freight lines, Other charges and Comments.
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 |
|---|---|
| QOT Change req user when creating requisitions |
Controls access in the Quotation Purchasing Review program when you change the Requisition user and select to create the requisition. When this eSignature is denied, live requisitions created are routed to a user called QOT by default, unless this was changed in the Requisition system. |