1.Go to “Procurement” on the menu bar, then select “Request” and then “Create a Request”.

Procurement→Requests→Create a Request.

2.1. Bill to Department: this is the department requesting the items

2.2. Required Date: Required date will automatically be set for next day delivery, use the calendar icon to change the date

2.3. Receiving Area: use the search icon to select the receiving area for the order. 

Receiving Areas

1. To add a receiving area go to Administration→Company Structures→Receiving Areas.

2.  On the Receiving Area Details, select New. 

3. Fill out the Receiving Area Details bolded required fields: Code, Name, Property, Status, Start Time & Close Time.

 

 

2.4. Click New: This will give the request a document number.

3.1. Capital Projects: Users can add Capital Projects to a PR. 

   3.1.1. Key in the Capital Project code or use the “Search” icon to find the project.

3.2. Supplier: Users can assign a Supplier to the PR. 

Note: Assigning a Supplier to the document will force all the Items to go to that Supplier for this PR.

   3.2.1. Click on the “Document Overrides and Preferences” tab.

   3.2.2. Key in the Supplier Code under “Preferred Supplier”. Use the Magnify Glass to Search the Supplier if you do not know the Supplier Code.

3.3. Buyer: Users can assign a Buyer to the PR.

   3.3.1. Click on the “Document Overrides and Preferences” tab.

   3.3.2. Key in the Buyer Code under “Preferred Buyer”. Use the Magnify Glass to Search the Buyer if you do not know the Buyer Code.

3.4. Click “Update”.

4.1. On the “Details” tab, click on “Items”. This will allow you to search and attach items to your document.

4.2. On the Adding Procurement Request Details page, utilizing the search fields will assist you in locating the items you need.

Search fields include: Item #, Reference #, Item Description and/or Item Spec

4.3. Check mark the items that need to be added the document.

     4.3.1. If there are multiple pages, check mark the Items on the first page and click the scroll button to go to the next page. The system will remember all the Items the User check marked

     4.3.2. The User can even search for different types of product, check mark them, and the system will remember all the Items that were check marked.

4.4. Once all the Items that need to be added to the PO are selected, click “Enter Selected Lines”

4.5. Key in the order quantity.

4.6. Click “Create Selected Lines”.

Terms: use the line terms to add Tax, Freight, Discounts & Miscellaneous charges

Line Terms: is used when only one or more items (not all the items) needs a term added.

1. Checkmark the item and click “Line Terms”

2. Use the search icon to see all the terms.

3. Double click on the term that is to be added.

4. Depending on the type of term, you will have to add in the term amount.

5. Click “Update”.

6. The term has been added to the line. If the term needs to be deleted or edited, click on the appropriate button to make the changes.

7. Close the Terms box.

Global Terms: is used when all the items need a term added.

1. Click on “Global Terms”.

2. Repeat steps 2-7 from line terms.

Attachments: this is used to add any document to the PR. Usually a picture of the item or sales order sheet.

1. Click the “Attachment” tab.

2. Click on “Browse”, find the attachment that needs to be added.

3. Click on “Add”.

1. Quick Notes: are usually for the Approvers.

2. Remarks: is another form of communication. It gives you the option of Internal (For Purchasing and Receiving Team) and External (Suppliers) Remarks.

1. Click on “Remarks”.
2. Select either “Internal” or “External”, then key in your Remarks.
3. Click “Update” (NOTE: If you want to add both Internal and External Remarks, key in your remarks for Internal, click “Update”. Then select External, key in your remarks, click “Update”.)

Required Date: to change the date after items are added, use “Update Required Date on Lines”. “Yes”, will change all the items on the document to match the header date.

Line Defaults: If you make changes to the information in the header or overrides, use "Line Defaults" to apply the changes to all items.

1.Click on “Line Defaults”.

2. Check the fields that need to be updated and click Ok.

1. Deleting Lines: If any Items need to be deleted from the PR, select the Item(s) that need to be deleted.

2. Click “Delete Lines”.

3. Click “OK”.

1.Click “Update” on the procurement request entry. 

2. Click on the “Process and Finalize” button.

3. Once you are in the “Process and Finalize” screen, you have the option of printing or emailing the request to yourself as well as to others.

4. To finish click on the “Finalize” button.