Purchase Requisition

This form is used for entering and preparing new Purchase Requisition (PR).

When preparing an order, the following need to be specified:

  • The Vendor ID (If Vendor ID do not know during the PR process, a dummy vendor ID should be used)
  • P.R. Date and Request Date (Request delivery date)
  • Currency that will be used.
  • The items going to purchase.

When a P.R. is posted, a Purchase Order (with status unposted) will be created automatically. 

 
 

Explanation of Header Fields

P.R. No
 
    The main reference for the whole transaction. Required. Capslock. Accept any characters. The entry here cannot be changed once the record is saved. The auto number can be defined in Purchasing Setup in Company Setup.
 
P.R. Date
 
    Date of the transaction. Required. Default to system date.
 
Request Date
 
    Required. Default to P.R. date. Must not be earlier than order date. During creation of item details, this date will be assigned as the default date for the first delivery.
 
Vendor ID.
 
    Required. Capslock. Defined in Vendor Maintenance
   
Vendor Name
 
    For display only.
 
Buyer No.
 
    Capslock. Optional. Must be defined in the form Buyer Master.
 
S/O No.
 
    Optional. Cannot be changed once the record is saved.
 
Ship To
 
    This is the storage location for which the purchase order should be delivered to. Required. Capslock.
 
Currency
 
    Required. Capslock. Default to the setting in the form Vendor Master.
 
    Cannot be changed by the user if the purchase order has at least one PURCHASE ORDER DETAIL record.
 
Exch. Rate
 
    Required. Must be greater than zero. If Currency is the same as the Base Currency of the company, must be set to 1 and cannot be changed by the user.
 
Request Date
 
    Required.
 
Ref. No.
 
    Optional. Capslock. Accept any characters.
 
Project Code
 
    Optional. Visible only when Project Module is installed.

Explanation of Detail Fields

 Item No

         Required. Capslock. Must be defined in the form Item Master. Only items with Authorized set to true (or equivalent value) can be specified in the purchase order.

Item Name

        For display only.

 Vendor Item No.

         This is the vendor's item number. Optional. Capslock.

 Unit

         Required.

Unit Price

Must not be less than zero. Default based on the setting in the form Vendor Price List.

Order Qty.

Required. Must be greater than zero.

Discount %

Optional. Must not be less than zero. Default based on the setting in the form Vendor Catalog.

Amount

Initialized as Quantity * Net_Price rounded to 2 decimal places. If the user changes this field, the Discount_Rate will be updated automatically.

When the Schedule Button is pressed
 
 

Schedules Group Box

 Schedule Date

     This is the due date for delivery.

Quantity

Quantity that needs to be delivered for the particular date. Must be greater than zero.

 
Shipping Information Tab

 

Explanation of Fields

 Ship to Address

        Optional

Ship Via

        Optional

 Shipment Terms

         Optional

 Freight

         Optional

 Certificate

         Optional

 Label

         Optional

 Country of Origin

         Optional

Destination

        Optional

 Quota

         Optional

 Shipping Mark

         Optional

Billing Information Tab

 

Explanation of Fields

 Payment Term

         Required. Capslock. Must be a valid entry in the Payment Term table. The payment term determines the term discount and due date specifications for future goods received for this invoice.

 Vendor Address

         For display only.

Gross Item Amount

For display only.

 Discount

             Range 0 to 100. If not zero, compute Trade_Disc_Amt = Gross_Item_Amt * Trade_Disc_Percent / 100. Round to 2 decimal places.

 "Field after Trade Discount"

             If Trade_Disc_Percent is not zero, this field is for display only.

 If Trade_Disc_Percent, must not be less than zero and must not be greater than Gross_Item_Amt.

 Total Charges

             For display only

Net Order Amount

             For display only.

 Deposit Needed

             True or false. Default to false. If set to true by the user, he will be required to specify either a percentage rate for the deposit or a deposit amount

Deposit Rate (%)

            If  Deposit_Needed is false, this is set to 0 and cannot be changed by the user. Range 0 to 100.

        Deposit Amount

             If  Deposit_Needed is false, this is set to 0 and cannot be changed by the user.

         If  Deposit_Rate is not zero, this is read only and automatically computed by the system as (Net_Order_Amt * Deposit_Rate / 100) rounded to 2 decimal places. Must not be less than zero.

 Particulars Tab
 
 

Explanation of Fields

 

Check Box

        Checked the Check Box if you wish to select this particular

 

Description

        You can optionally edit the Description after the check box is checked.

 

Charges Tab

 

Explanation of Fields


Charge Type

        Required. Capslock. Must be a valid entry in the form Miscellaneous Charges.

Explanation
 
        Required. Explanation of the Charge Type

Amount

        Required. Must be greater than zero.



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