Basic Info |
The Basic Info tab enables you to record general information about the requisition, such as vendor, location, dates, and requester. Your organization may require you to create a requisition before converting it to a purchase order.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on requisition ID, location, vendor, status, purchase type, approval, employee ID (requester, buyer), to/from dates, and equipment ID, among other values.
Note: Unless you specify a header status, filtering on equipment ID returns all items in all statuses that apply to that ID.
Location level security applies to this tab; go to location level control for more information.
The fields in the Basic Info tab provide general information about the requisition.
Requisition ID
Identifier of the requisition either being defined or that is currently selected in the grid. This field has a list box. The requisition description displays to the right of the field. This field is required.
Note: If you leave this field blank, the autonumbering format assigned to the purchase type determines the value that displays.
If automatic numbering is set to NONE, this field is left blank.
If automatic numbering is set to STANDARD, an ID is generated in location ID-year-<nextval> format, where <nextval> is the next number in the sequence, beginning with 0000001.
If automatic numbering is set to CUSTOM, an ID is generated based on the structure specified on the Requisitions tab of the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen.
Data in the fields in the bottom section of this tab provide details about the requisition.
Location ID
Identifier of the location where the parts are located. Defaults to the requisition location. This field has a list box. The location name displays to the right of the field. This field is required.
Note: To change the location, you must be authorized to do so. Also, the location cannot be changed once the requisition is created.
Location IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Purchase type
Categorization of the purchase being requested. This field has a list box. The type name displays to the right of the field. This field is required.
Note: Defaults to the value specified in the Default purchase type ID field on the Inventory - Enterprise tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. If you change the location ID, this field updates with the applicable default purchase type. If there is no default purchase type, the value in this field is not changed.
Purchase types are defined on the Data -> Enterprise Purchasing -> Setup -> Purchase Types screen. The screen is also used to specify the purchasing object (or objects) (e.g., requisition, PO) to which the purchase type applies.
Description
Requisition description. This field is optional.
Vendor ID
Identifier of the vendor for the transaction. This field has a list box of active vendors, restricted by the item's location. The vendor name displays to the right of the ID. This field is optional.
Tip: The type of items being ordered (on the Line Items tab) determines the type of vendors that are allowed:
If there are STOCK PART items on the requisition, the vendor must be a parts vendor.
If there are EXTERNAL REBUILD items on the requisition, the vendor must be a parts repair and rebuild vendor.
If there are COMMERCIAL items on the requisition, the vendor must be a commercial vendor.
The goods and/or services that a vendor provides are specified on the Functions tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Store ID
Identifier of the store. This field has a list box. Optional unless the requisition is actioned to a purchase order, in which case it is required only if the vendor is tracked by store.
Note: Enterprise purchases are tracked by store location if there is a check in the Track enterprise purchases and receipts by store location field on the Store Locations tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Currency ID
Identifier of the currency on which the vendor bases its parts prices. Defaults to the user's currency upon Prepare for Insert, but that value is overwritten by the vendor's currency if a vendor ID is entered. This field has a list box. The currency name displays to the right of the field. This field is required.
The user's currency is specified on the Basic Info tab of the System Mgmt -> Setup -> Access Rights -> Users screen. The vendor’s currency is specified on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Account ID
Identifier of the general accounting system account to which costs are to be posted. This field has a list box. The account name displays to the right of the field.
Note: Defaults to the value specified in the Default account ID field on the Inventory - Enterprise tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen. If the location does not have a default account ID, defaults to the Account ID to assign to all purchase orders field on the Purchase Orders tab of the Data -> Purchasing -> Setup -> Options screen. If you change the location ID, this field updates with the applicable default account ID.
Account IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Edit Criteria - General tab on that screen specifies whether account IDs are required, optional, or not required.
Status
Requisition status. Defaults to the initial status specified on the Data -> Enterprise Purchasing -> Statuses screen. Can only be set to CLOSED once all line items on the requisition have been closed. This field has a list box. This field is required.
Note: If you specify a status of OPEN, all existing line items with a PENDING status are changed to OPEN.
Approval
Approval status of the requisition. Defaults to the default approval status specified on the Data -> Enterprise Purchasing -> Setup -> Options screen. Required if that screen specifies that approvals are required for requisitions; otherwise, optional. This field has a list box.
by
Identifier of the employee who approved the requisition. Defaults to the employee ID of the approving user which displays below the by field. This field is optional.
at
Date and time (in MM/DD/YYYY HH:MM format) that the requisition was approved. The current date and time display when the by field is populated. This field is optional.
Date and time
The following fields represent specific dates and times associated with the requisition. All the fields are optional but must be valid if entered.
Requested
Date and time the requisition was requested. Defaults to the current date and time.
Ordered
Date and time the order was placed. Automatically populated with current date and time when a line item is actioned to a purchase order.
Needed by
Date and time the order is needed.
Expected delivery
Date and time (in MM/DD/YYYY HH:MM format) that the order is expected to arrive. Only applies to items with a status of OPEN.
When a vendor name is entered:
If there is a value greater than 0 in the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen, this field displays today’s date + the vendor’s minimum lead days.
If there is a 0 in the Minimum lead days field on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen and a value greater than 0 in the Minimum lead days field on the Requisitions tab of the Data -> Enterprise Purchasing -> Setup -> Options screen, this field displays today’s date + the minimum lead days from the Requisitions tab.
Closed
Date and time the requisition was closed. Automatically populated with current date and time when the requisition is assigned a CLOSED status.
Expected lead days
If there is a check in the Header expected delivery date and time should always reflect the latest line item expected delivery field on the More Info tab of the Data -> Enterprise Purchasing -> Setup -> Options screen, this field displays the greater of the vendor minimum lead days or the system minimum lead days. If the line item type (specified on the Line Items tab) is not STOCK PART, this field displays N/A. Read only.
Vendor lead time (in days) is recorded on the More Info tab of the Data -> Purchasing -> Vendor/Part Information screen. A vendor's minimum lead days are recorded on the Purchasing Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen.
Estimated total cost
Estimated cost of items on requisition. This field is optional.
Tip: If you do not know the full details of what will be ordered, you can specify a value in this field to gauge what can be approved.
Gross total amount
Sum of the gross amounts from line items (excluding deleted lines). For non-commercial items, calculated as unit price * quantity ordered. (Gross amount does not apply to commercial items.) This field is display only from the Line Items tab.
Sales tax amount
Sum of the sales tax amount from line items (excluding deleted lines). Calculated as (gross amount - discount amount) * (tax rate /100). Display only from the Line Items tab.
Discount amount
Sum of the discount amounts from line items (excluding deleted lines). For non-commercial items, calculated as unit price * (discount percentage/100) * quantity ordered. (Discount amount does not apply to commercial items.) Display only from the Line Items tab.
Shipping amount
Sum of the shipping from line items (excluding deleted lines). Display only from the Line Items tab.
Calculated total cost
Actual total cost. The total cost for noncommercial line items equals (gross amount - discount amount) + tax amount + shipping amount (excluding deleted lines). The total cost for commercial line items equals the sum of the work order costs related to that line item. This field is display only.