Creating a New Purchase Requisition

Requisitions are optional in Purchase Orders. You can enter purchase orders with or without requisition numbers. More...

If you use requisitions, Purchase Orders provides you with a requisition approval system to enforce purchase approvals.

For more information, see About Requiring Approval for Requisitions.

You can enter requisitions without specifying a vendor, and you can enter requisitions that include items from several vendors.

You can change requisitions and individual requisition detail lines until they are completed. When you post a purchase order that uses a requisition detail, the detail is completed, regardless of the quantity that was ordered.

  • If you want to assign numbers automatically, assign or verify the length, prefix, and number for Purchase Orders to assign to the next new requisition you create.
  • If you use Transaction Analysis and Optional Field Creator (a separate package), define any optional fields you want to add to the Requisition Entry screen (and the other transaction-entry screens).
  • Find out the numbers of requisitions you wish to edit or delete.

To create a new requisition:

  1. Open Purchase Orders > P/O Transactions > Requisition Entry.

  2. Press Tab to accept *** NEW *** as the number in the Requisition Number field.

    Purchase Orders will assign a requisition number when you post the requisition.

    If you do not want Purchase Orders to assign the number automatically, you can enter the new number yourself.

  3. Enter the Vendor number or select it using the Finder. More...
    • You can skip the vendor number and enter a vendor name—such as for a new vendor—or you can skip the vendor fields entirely.
    • You can click the New New button button to add a new vendor record in Accounts Payable.
  4. Enter a requisition date, a date required, and an expiration date.

    Note: If the requisition is not completed by the expiration date, it will be deleted when you run Day End Processing.

  5. Choose whether this requisition is on hold.

    Note: You cannot create purchase orders from on-hold requisitions.

  6. If you are approving a requisition that was previously entered:
    • You must have requisition approval security rights.
    • You must log on with your own ID.
    • You must remove the On Hold status from the requisition, and then post it.
  7. Choose the Job Related option if you use the Project and Job Costing module and this requisition is for a job. More...

    If the purchase requisition is job-related, all items must be for particular contracts, projects, and categories in Project and Job Costing.

    Also, you cannot add serialized items or items assigned to lots to job-related transactions. Instead, you must order them as non-job-related items, receive them into inventory, and then use the Material Usage screen in Project and Job Costing to move them from inventory to jobs.

  8. In the Requested By field, enter the name of the person requesting the order.

    Note: If you use Sage 300 Payroll, you can select the requester from the Finder.

  9. Enter the location where you want the goods delivered, and enter a requisition description and reference.
  10. Enter requisition details. More...

    You can enter details directly in the detail entry table. (Use the tab key to move through the columns.)

    Note:
    • Some columns may not be displayed. Purchase Orders lets you hide columns and change the column order.
    • To enter a new detail line, you may have to press Insert.

    Alternatively, you can click Detail or press F9 to enter a detail on the Detail Items screen, which displays all the fields for one detail.

    Enter the following information for each detail:

    1. If this is a job-related requisition:
      1. Double-click the Contract field and enter the contract number, or click the Contract column heading to select a contract number using the Finder.
      2. Enter the project and category to which you are allocating items.
    2. Double-click the Item Number field and enter an item number, or click the Item Number column heading to select an item number using the Finder.
    3. Enter vendor information.

      Note: You can leave the vendor fields blank, and you can specify different vendors on each line. You can create more than one PO from a single requisition.

    4. Enter the location for the detail.

      Note: The location for each detail defaults from the Location field in the header fields.

    5. Enter a Quantity Ordered.
    6. To change currency exchange rates in a multicurrency system, click Detail or press F9 to open the Detail Items screen.
  11. To check the totals for the requisition, click the Totals tab.
  12. Click Post to post the purchase requisition.

Note: If you do not have the security right to approve requisitions, the requisition will be on hold after you post it, and the Approval Status field will display "Entered."

  • Print copies of the requisitions you posted (if you did not print them individually after posting them).

    You can also print the purchase requisition separately, from the P/O Forms folder.

  • Enter purchase orders for the requisitions.