Enter Part Line, Requisition
Explanation
A purchase requisition is comprised of a requisition header and
one or more requisition lines. Once the header has the Planned status, you can
create purchase
requisition lines.
Requisitions for purchase parts, including external
maintenance and repair services, are entered on the
Part Requisition Lines
tab. Requisitions for parts without part numbers, i.e., no-number parts, are entered
on
the
No Part Requisition Lines tab.
Note that express purchase requisitions, i.e., purchase requisitions with the
order code 5
(Express) are not addressed in this activity description.
When you enter a purchase requisition for a new supplier without a supplier record, it
is possible to perform a quick registration of the new supplier using an existing supplier as
a template. When you do so, supplier information that is not company-specific is
automatically copied from the template supplier to the new supplier, while additional
information is entered in the
Quick Supplier Registration dialog
box.
If the company tax regime is VAT, the price and tax calculations are controlled
by the Use Price Incl Tax check box. The default value of the check box
is retrieved from the supplier for purchase part record. If the part does not have
a supplier for purchase part record, the default value is retrieved from the site
specified
in the header. The value can be changed before saving, if necessary.
If you want to view a purchase price comparison, you can do so as soon as
the part number is entered. Select the line, right-click and then click Price
Comparison. In the dialog box that opens, enter the purchase quantity that you want to use for
the price comparison.
If the purchase part has condition codes enabled, the default condition code
will be used unless another code is specified. If the requisition line is
converted to a purchase order, the specified condition code will be used by default
on the
purchase order line.
If alternate parts are defined for the purchase part, you can view them by
selecting the line, right-clicking and then clicking Alternate Purchase Part
Base Data. Any specified alternate parts on the site will then be displayed.
When the quantity/date on the
Purchase Requisition
window has been changed, you can replicate this change to a DOP order. When you
update the Quantity/Wanted Receipt Date field on the purchase order
line, the Replicate
Changes dialog box will be opened.
Note: The Send Change Request check box will have no effect. Even if
it is selected, will not apply to DOP.
If you select Yes, Revised Qty Due/Revised
Due Date on the connected DOP order, the pegged quantity will be updated.
However if the connected DOP order has other supply orders, an error message
will appear and no replication will be done. An alarm entry
will also be created.
If you select No in the
Replicate Changes dialog box, a replication will
not be done and an alarm entry
will be created to reflect the date
mismatch.
One of the following options can be used to handle the alarm entry:
- Right-click and then click Update
Dates from Supply in the DOP order.
- Update the revised due date on the DOP order.
If the over delivery tolerance has not
been entered on the
Purchase Part window, the tolerance percentage
will be taken from the relevant purchase group of the purchase requisition line
and transferred to the purchase order line.
In an instance where the over delivery tolerance is specified for both the
purchase part and the purchase group connected to it, the value defined for the
purchase part is considered.
Prerequisites
- The purchase requisition header must have been entered and saved.
- The purchase part must have been entered and saved.
- The Acquisition Type of the purchase part must
have been set as Purchase Only or Purchase and Rental.
- Assortment structures must be defined if you want
to refer to assortments when entering part numbers.
- If you are specifying a condition code, this functionality must have been enabled
for the part on the
General tab of the
Part window.
Condition codes must have been set up in the
Part Basic Data
window. This is
available only for lot/batch and serial tracked parts.
- To perform a quick registration of a new supplier, a template supplier
must be available. The Use as Template check box should be selected for those suppliers
who are to be used as templates either on the Supplier/Purchase/General
tab or in the
Suppliers window. A description must also be
entered for the template of each supplier.
- Multiple suppliers must have been entered on the
Supplier
Split tab of the
Purchase Part window if multi-supplier ordering
is to be used.
- The technical coordinator, if applicable, must
have been entered on the
Technical Coordinators tab of the
Inventory Basic Data window.
For external repair orders, several
other prerequisites apply:
- The purchase part must have been defined
as a
sales part in the
Purchase Part or
Supplier for Purchase
Part window.
- The supplier must have been defined as a
customer in the
Supplier
or
Supplier for Purchase Part
window.
- A receive case for the supplier-part
relationship should have been defined on the
Inspection
Info tab of the
Supplier for
Purchase Part window. (Note: You can also specify the
applicable receive case later on in the process when you record the arrival
of the returned service part).
- The external service types must have been defined on
the
External Service Types tab of the
Procurement Basic Data window.
- A price for each external service type must have been defined
on the
External Service Prices tab of the
Supplier for
Purchase Part window.
- The purchase
component method for the site, defined in the
Site/Sales and Procurement tab must
have been
set to Customer Order, which makes the charge/no-charge function available.
System Effects
- As a result of this activity, a purchase requisition line with the Planned status is created.
- When the multi-supplier ordering function is used, you will be asked whether the requested quantity should be split. The dialog
box opens only if multiple suppliers
are entered for the purchase part. Click Yes and the system uses the following logic:
- The supplier split data is retrieved for the particular part, site, and period. The
desired receipt date should be between the phase-in and the phase-out date.
- The system loops through each supplier. The supplier with the highest percentage is
processed first by the system.
- The split quantity is calculated as follows: Split Qty = Std Multiple Qty * Round
(Requisition Qty * Split Percentage/Std Multiple Qty).
- A new purchase requisition line is created for each supplier in the supplier split basic
data.
The Supplier Split check box is selected on all the requisition lines, and the requested
quantity and the split percentage are displayed on each line. The last
supplier might not have an even multiple of the standard order quantity. In this case,
a message will appear when the requisition line is saved. Note that all the calculations are
performed in the inventory unit of measure. After the order quantity is calculated, it is
converted to the purchase unit of measure for each supplier.
- If the company tax regime is VAT or Mixed, the relevant
tax code will be retrieved from the supplier for purchase
part. If such a connection does not exist
you will be prompted with a dialog box, in which you can enter price and tax information. Amounts
inclusive
of tax will be automatically calculated and displayed in the respective tax
fields. Note: If the supplier tax liability is taxable, only the tax
codes of type VAT can be specified. If the supplier tax liability is exempt,
only the tax codes of the type No VAT (for real imports from outside the EC) and
Calculated (intra EC supplier) can be specified.
Window
Purchase Requisition
Related Window Descriptions
Purchase Requisition
Purchase Requisition/Part Requisition Lines
Quick Supplier Registration
Create Supplier for Purchase Part?
Additional Cost Details
Procedure
To enter a purchase requisition line for a previously entered supplier (or when the
supplier is not known):
- Open the
Purchase Requisition window and query for the
applicable requisition number.
- Click the
Part Requisition Lines tab and create a new
record.
- In the Part No field, enter the
part number or select it from the List of Values. If
the part you want to enter belongs to an assortment, you can also look up
its number by selecting the line, right-clicking and then clicking
Parts by Assortment and Site Cluster.
- If you want to specify a condition code, select from the available values by
using the List of Values in the Condition Code field.
- In the Quantity field, indicate the number of parts to be ordered.
- In the Wanted Receipt Date field, indicate the date on which the parts are needed.
- In the Supplier field, the supplier that is defined as the primary supplier of this
part is automatically indicated. You can change the supplier by using the List of Values if
several suppliers are defined for the part.
If there are suppliers connected to the part but none of them is set as primary, you can
select one from the List of Values. You can also leave the Supplier
field blank if you do not know which supplier is to be used.
If no supplier is connected to the part, a message is displayed. It is not
necessary to indicate a supplier if the requisition will be converted to a request for
quotation.
- Save when completed.
To enter a purchase requisition line for a new supplier without a supplier record,
using a supplier template:
- Open the
Purchase Requisition window and query for the
applicable requisition number.
- Click
the
Part Requisition Lines tab and create a new record.
- In the
Part No field, enter the
part number or select it from the List of Values. If
the part you want to enter belongs to an assortment, you can also look up
its number by selecting the line, right-clicking and then clicking
Parts by Assortment and Site Cluster.
- In the Quantity field, indicate the number of parts to be ordered.
- In the Wanted Receipt Date field, indicate the date on which the parts are needed.
- Right-click, and then click Quick Supplier Registration. The
Quick
Supplier Registration dialog box opens.
- In the Template Supplier field, enter the ID of the supplier that you want to use as a
template. You can either enter the ID manually or click List to choose
the ID from a List of Values.
- In the New Supplier field, enter the ID for the new supplier.
- Enter the name of the new supplier in the New Supplier Name field.
- In the Association field, you can enter the association number of the new supplier.
- In the Supplier Address fields, enter the complete address for the new supplier.
- Click OK to exit the
Quick Supplier Registration dialog
box.
- Save the purchase requisition line when completed. The
Create Supplier for
Purchase Part? dialog box opens.
- In the U/M field, enter the unit of measure that will be used when administering
purchase orders for the part from the new supplier. This will serve as both the unit in
which the part is purchased, as well as the unit in which the supplier is paid. You can
enter the unit of measure manually or by clicking List to choose the ID from a
List of Values.
- In the Price field, enter the new supplier's price per unit for the
part.
If the
Use Price Incl Tax check box is selected, the Price/Curr field
is non editable and the price is calculated based on the price including tax
value and the tax code.
- Click OK to exit the
Create Supplier for Purchase Part?
dialog box.
To enter a purchase requisition line when multiple suppliers are defined for the
purchase part:
- Open the
Purchase Requisition window and query for the
applicable requisition number.
- Click
the
Part Requisition Lines tab and create a new record.
- In the
Part No field, enter the
part number or select it from the List of Values. If
the part you want to enter belongs to an assortment, you can also look up
its number by selecting the line, right-clicking and then clicking
Parts by Assortment and Site Cluster.
- In the Supplier field, the supplier that is defined as the primary supplier of this
part is automatically indicated.
- In the Quantity field, indicate the number of parts to be ordered.
- In the Wanted Receipt Date field, indicate the date on which the parts are needed.
- Save when completed. A message appears inquiring whether
you want to split the requested
quantity. Click Yes and a requisition line will be created for each supplier.
To enter a purchase requisition line for external repair orders:
- Open the
Purchase Requisition window and
query for the applicable requisition number.
- Click
the
Part Requisition Lines tab and create a new record.
- In the Part No field, enter the
part number or select it from the List of Values. If
the part you want to enter belongs to an assortment, you can also look up
its number by selecting the line, right-clicking and then clicking
Parts by Assortment and Site Cluster.
- In the External Service Type field, enter the
applicable service type or select it from the List of Values. Note:
You can only enter a value in this field if the order code 6 (External Service
Order) has been selected in the header.
- The full name of the external
service type appears automatically in the Service Description field.
- In the Quantity field, indicate the number of parts to be
sent out for external service.
- In the Serial No field, enter the serial
number of the
part to be sent out for external service if it is serial tracked. Note:
You can only enter a value in this field if the order code 6 (External Service
Order) has been selected in the header.
- In the Lot Batch No field, enter the
lot/batch number of
the part to be sent out for external service if it is lot/batch
tracked. Note:
You can only enter a value in this field if the order code 6 (External Service
Order) has been selected in the header.
- In the Wanted Receipt Date field, indicate the date
by which the part needs to be received back at site.
- In the Supplier field, the supplier who is defined as the primary supplier of this
part appears automatically. You can change the supplier by using the List of Values if
several suppliers are defined for the part. If a supplier is not connected to the part,
right-click and then click Supplier for Part, and then enter a supplier for
the part.
- Save the record.
Optional steps (remember to save your entries):
- Add any additional costs in the Additional Cost
or Additional Cost Gross/Curr field.
If the company tax regime is VAT and the Use Price Incl Tax check box
is selected in the part line, the
Additional Cost Gross/Curr field is
editable and the Additional Cost
field is non editable. The additional cost is calculated using the additional
cost gross amount and the tax code.
Note: If you enter additional cost amounts
directly on the Additional Cost
or Additional Cost Gross/Curr field, you will not be allowed to enter additional cost
details using additional cost types via the right-mouse button menu.
- Indicate that the purchase is an exchange type of purchase by selecting
the Exchange Item check box.
- Change or add miscellaneous information, such as notes and document text.
- Add or change the supplier contact if you have one for the supplier. You can either use the List of Values (if the person has been
entered on the
Supplier/Comm Method or
Supplier/Address/General
Address Info tabs) or enter one manually. The supplier contact will be
transferred to the purchase order when the requisition line is converted.
- Specify or change the technical coordinator. You can also use the List of Values. If a technical coordinator has been
entered for the purchase part (or inventory part), the technical coordinator
ID
will appear by default on the purchase requisition.