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GRS requisistion maintenance
Posted by on 15 February 2014 10:28 AM

Purpose

Requisition Maintenance is used to create or update purchase requisition in the Global Requisition System (GRS). A purchase requisition is a way of communicating demand for materials within your company before it is placed on a purchase order (PO) to a supplier.  It specifies that you want to receive certain items on certain due dates.  Open requisition line items have a blank status code and are considered a firm source of supply by MRP.

Method:  

Req Number:  To create a NEW Requisition: Press enter or click on next and the system will automatically assign the next requisition number.  To MODIFY an existing requisition: Enter the requisition number, press enter or click on next and the existing requisition will be accessed. 

Supplier:  Enter the Supplier code for the requisition or use the hour glassto lookup the Supplier.  This field can be left blank if you do not know the supplier and it can be added later by purchasing.

Press enter or click on next to continue

Ship To:  Change to the appropriate “Ship To” site if necessary.

Press enter or click on next to continue

Rqstn Date:  Leave Default.  This is the date the Requisition was created.  

Need date:  This is the date that the items are needed for manufacturing.

Due Date:  Enter the date the items are expected to be received. 

Requested By:  This defaults to the User ID of the person entering the requisition but can be changed to any VALID QAD User ID.  If a User ID is entered, QAD will send an email to that person telling them their requisition has been placed.

End User:  Optional, Enter the person that will take possession of the requisitioned item(s).  This MUST be a VALID QAD User ID.  If a User ID is entered, QAD will send an email to that person telling them their requisition has been placed.

Reason:  Optional.  This is a free form field and is for reference only.

Remarks:  Leave blank. Anything entered here will appear on the purchase order and all receiver documents.

Sub-Account:   Accept default setting

Cost Center:   Accept default setting

Site:  Enter your site code

Entity:  Accept default setting

Job:  If the requisition is for a specific job, click on the hour glass and select the appropriate job code. Otherwise, leave this field blank. 

Project:  If the requisition is for a specific Project, click on the hour glass and select the appropriate Project code. Otherwise, leave this field blank.

Currency:  Accept the system default.

Lang:  Leave  Blank.

Direct Materials:  Indicates if this requisition is for inventory or non-inventory items. Advised to leave this flag set to No and purchasing can amend at a later date if required.

E-mail Option:  Accept system default from control file.

Status:  Leave BLANK when creating a new Requisition.

Comments:  Optional, comments can be added to the “HEADER” of the requisition which apply to the requisition as a whole.  

Press enter or click on next to continue

 

 

Leave Defaults in the above fields.

Press enter or click on next to continue.

Line: Accept system default for line number

Press enter or click on next to continue

Site: Ensure your site code is entered here

Press enter or click on next to continue

Item Number: Enter item number, or a brief description for a non inventory item.

Supplier: If you know the supplier, use the hour glass to select the correct supplier code. If not, leave this field blank.

Press enter or click on next to continue

 

Pr Tbl & Disc Tbl:  BYPASS these fields.  Do not enter or change the default values.  If a Price List exists for the Item in 1.10.2.1 and is ATTACHED to the Supplier Master it will automatically populate correctly.

Press enter or click on next to continue

 

Req Qty:  Enter the quantity of the item to be purchased.

UM:  Enter the Unit of Measure. 

Press enter or click on next to continue.

Unit Cost:  Enter the price of the item per the Unit of Measure 

Disc%:  Leave this at 0.00% or the default value.    

Press enter or click on next to continue.

Due Date:  The due date from the header defaults to this field but can be changed for this line of the requisition.

Need Date:  The need date from the header defaults to this field but can be changed for this line of the requisition.

Type:  Leave set on default – this will be blank for inventory items and ‘M’ for memo items for non-inventory items

Category:  This is a system automated field used for horizontal approvals.  

Pur Acct:  Accept system defaults.

Supplier Item:  Leave Blank, this field is not required

Description:  The description of the item can be entered in this field, which is only 24 characters long.  If a longer description is needed add it in the “Comments” field. 

UM Conv:  Leave this field set on default.

Max Unit Cost:  Leave this field set on default

Status:  Leave BLANK when creating a new Requisition.

Comments:  Optional, comments added here will appear on the LINE level and are meant to apply to this line.

Press enter or click on next to continue

This will take you back to the next line number. If additional items are required, repeat steps for adding detail items to requisition. If you have completed your requisition requirements, Click on End Lines

Next click on totals

Press enter or click on next to continue

To route this requisition to the next approver, click on Yes. Just to complete the requisition requirement, click on No.

If you click on Yes

Maintain Aprvl Comments: Set flag to Yes to ensure that all approval comments are kept and maintained with the requisition.

Press enter or click on next to continue

Route To: If you wish to amend the user ID the requisition is being routed to, a new user can be entered in this field

Buyer: Leave this field blank.

Press enter or click on next to continue

Is all information correct: Yes to complete the screen and No to make amendments to route or buyer data.  When you click on Yes, an e-mail is sent to the Routed user, informing them that they have a requisition to review, approve and/or route to either the next approver or the buyer.

Example of the E-mail the “Route To” Person will receive:

 

       Action: Route

      Req Nbr: RQ100016

   Rqstn Date: 01/29/10

    Need Date: 02/05/10

     Due Date: 02/05/10

 Requested By: MFG

   Entered By: MFG

     End User:

     Route To: MFG

       Reason:

      Remarks: 

 Aprvl Status: Unapproved

     Database: qaddb

 

                              Requisition Totals

          Ext Cost Total:        45.60  usd               45.60  usd

      Max Ext Cost Total:        45.60  usd               45.60  usd

 

                               Approval Comments

 

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