Convert Requisition into Central Purchase Order

Explanation

By using the centralized purchasing functionality, you can convert purchase requisitions into purchase orders that belong to a different site than the requisition (central purchase orders).

When you convert a requisition to a purchase order, you have the option of manually placing the order line in a purchase order that belongs to a site different than the requisition's site. You can still use the three options: you can let the system add requisition lines to the first available purchase order or orders, add the requisition lines to a given purchase order, or create a new purchase order.

Prerequisites

The prerequisites are the same as when converting requisitions into purchase orders on the same site:

• The purchase requisition must be released and the lines requiring authorization must be authorized.
• A supplier must be specified.
• A coordinator must be entered in the Coordinators window. The coordinator may be connected to your user ID. The connection is made in the Sites per User  window.
• A buyer must be entered in the Procurement Basic Data/Buyers tab.
• You must have access to the site (the purchase site) where the order will be placed. The connection is made in the Sites per User  window.

System Effects

The selected purchase requisition lines are converted into a purchase order, which belongs to a different site (the purchase site). The status on the requisition header is updated from Released/Authorized to Closed when all requisition lines are converted. The requisition line status is updated to PO Created.

In the resulting purchase order lines, the Site field will be the demand site (where the requisition was placed). The address on the purchase order line will be the default delivery address for the demand site.

When you convert a requisition into a central purchase order, the requisition information is copied to the purchase order. This includes pre-postings, internal destination, and any notes tied to the requisition. The price information is retrieved from the supplier for the purchase part relationship on the purchase site, not the demand site.

Eventually the Central Order check box on the resulting purchase order will be selected.

Window

Purchase Requisition
Purchase Requisition Lines

Related Window Descriptions

Requisition To Order Parameters
Purchase Requisition
Purchase Requisition/Part Requisition Lines
Purchase Requisition/No Part Requisition Lines
Purchase Requisition/Rental Part Requisition Lines
Purchase Requisition Lines

Procedure

1. Either populate or query for the appropriate requisition.
2. Select the requisition lines in question.
3. Select Requisition to Order in the Operations menu. The Requisition to Order Parameters dialog box opens.
4. Select the Centralize Purchase check box. The Site field will be enabled.
5. In the Site list, select the site that will perform the purchasing for the demand. You can choose any site to which you have access. A new fetch of the qualified purchase orders will be presented in the lower pane of the window.
6. Depending on the conditions and whether you select one requisition line or many (even when the lines belong to different demand sites), you can choose from among three options.

• Auto Select: The system adds all the requisition lines to the first available order in the purchase site. If no appropriate purchase order exists, a new one is created.
• Add to Order: If any purchase orders exist on the purchase site for that supplier, they will be displayed in the lower part of the window. Select the purchase order to which you want to add the requisition line.
• Create New: A new purchase order is created in the site you have selected.

7. An information box is displayed. Notice the purchase order number. Confirm by clicking OK. The purchase order(s) is/are created.

Note: When you are working with several suppliers, you can only choose between allowing the system to select the proper purchase orders or creating new purchase orders.