About Processing Requisitions

Use the P/O Requisition Entry screen to enter requisitions for purchases you plan to make and for which you need approval before you can issue purchase orders.

If you use requisition approval, the requisition is automatically placed on hold unless it is posted by a user with approval security authorization. You cannot convert an on-hold requisition to a purchase order.

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

Use requisitions to:

• Keep current records of present and expected purchasing needs by entering and updating requisitions as you run low or out of stock in inventory items and supplies.
• Specify the vendor for the items you need to purchase, either by selecting a single vendor number for an entire requisition or by assigning a vendor number to each detail line.
• Create purchase orders from requisitions, either by selecting details and vendors from requisitions when adding a single purchase order, or by automatically creating a series of purchase orders from existing requisitions.

When you enter a requisition, you specify the date on which you need to issue the purchase order. You can also specify an expiration date that lets you delete an unused requisition automatically during Day End Processing, so that you do not have to keep track of and manually clear unwanted requisitions.

When you specify a requisition number on a purchase order, the requisition details that specify the vendor number are automatically included (as are details with no vendor number if you choose to include them). You can change the displayed information and insert and delete detail lines to create exactly the purchase order you need.

Entering New Vendor Numbers

If you enter a vendor number, it becomes the default number for new detail lines you add to the requisition.

If you type a vendor number that you have not yet added to Accounts Payable, you also type the vendor's name or a description of the account.

To add a new vendor while entering a requisition, you can:

• Type the vendor number, press Tab, click the New button, and then enter the vendor information "on the fly" in Accounts Payable, before returning to Purchase Orders to finish entering the requisition.
• Type a new vendor number and name in the Requisition Entry screen, then add the remaining vendor information later in Accounts Payable.

If the vendor account is on hold in Accounts Payable, the requisition is placed on hold too. You cannot issue purchase orders from it until you remove the hold in Accounts Payable. You can also put a requisition on hold if you do not want to create purchase orders from it right away.

You cannot enter requisitions for vendors whose accounts are inactive in Accounts Payable.

Editing Requisitions

As long as a requisition exists in your Purchase Orders system, you can edit it and issue purchase orders from it. You can add new detail lines and make other changes to requisitions, whether a purchase order has been posted to the requisition or not.

Even if a requisition is complete, you can edit it and issue purchase orders from it. You can add new detail lines, delete others, and make changes to incomplete lines.

Deleting Requisitions

You can delete requisitions or requisition details at any time, even if a purchase order has been posted for the requisition or line.

Job-Related Requisitions

If the requisition is for a contract that you manage using Sage 300 Project and Job Costing, you must specify a contract and a project for each requisition detail, and, depending on the project type, specify the project category, cost class and resource for the job.

You can allocate items directly to jobs, rather than receive them into inventory.