Authorize Express Purchase Requisition
Explanation
The express purchase requisition is used when there is an immediate demand for a
purchase order, e.g., when purchasing some urgently needed spare parts from the local
hardware store. When order code 5 (Express) is used, purchase
orders are immediately created for all lines as soon as they have been fully
authorized, i.e., as soon as a line has been fully authorized, it is converted.
When purchase order lines have been created for all requisition lines, i.e., the
requisition has been fully authorized, the status of the purchase requisition is
changed to Closed. The created purchase
order is automatically released and printed.
Prerequisites
- A requisition header and at least one requisition line must have been entered and
released.
- A supplier must have been specified for each part line.
- A supplier and price must have been specified for each no-number part line. Note that,
if an estimated price has been entered on the no-number part line, no supplier needs to be
specified.
- The authorizer must be connected to your user ID. Do this in the
Purchase Authorization Basic Data/Authorizers tab.
- The entire purchase requisition must have been activated, i.e., the header must
be in the Released
status.
- An applicable purchase requisition
authorization rule with Released status must exist.
System Effects
- If the purchase requisition requires authorization of
more than one person, the status is changed to Partially Authorized when one, and
not all, authorizers has authorized the requisition. When the last authorizer has authorized
the requisition, the status of the purchase requisition is changed to
Closed.
- As soon as one line has been fully authorized, the line
is converted into a purchase order. The created purchase order is automatically
released and printed, and the status of the requisition line is changed to PO
Created.
Window
Purchase Requisition,
Purchase
Requisition Line Authorization
Related Window Descriptions
Purchase Requisition
Purchase
Requisition/Authorization
Purchase Requisition Line Authorization
Purchase Express Order Successfully Created
Procedure
From the Purchase Requisition window:
- Populate or query for the appropriate requisition.
- If there are any requisition lines for which no supplier has been specified, enter the
appropriate supplier for these lines.
- Select the Authorization tab.
- In the left-hand
side of the tab, select the
authorizer, authorization group, project role, position, or requisitioner for which
you are
authorizing. In the right-hand side of the tab, you can view all requisition lines this
authorizer/authorization group has to authorize. Alternatively on the
right-hand side window you are able to select the specific lines that you
wish to authorize.
- Select Authorize/Acknowledge in the Operations menu.
- The Purchase Express Order(s) Successfully Created
information message is displayed, when the final authorization of a line has
been made. Note the purchase order number(s) and confirm by clicking OK.
order before printing by using Preview and you can
print the document by clicking the printer button. You also can print the document(s)
directly from the Report Print dialog box by clicking the OK
From the Purchase Requisition Line Authorization window:
- Populate or query for the appropriate requisitions.
- Select the lines you want to authorize.
- Select Authorize/Acknowledge in the Operations menu.
- The Purchase Express Order(s) Successfully Created information
message is displayed, when the final authorization of a line has been made. Note the purchase order numbers and confirm by clicking the
OK.
- The Report Print dialog box appears. Preview the purchase
order before printing by using the Preview and you can
print the document by clicking the printer button. You also can print the document(s)
directly from the Report Print dialog box by clicking OK.