Enter No-Number Part Line, Express Requisition

Explanation

The purchase requisition is built in two levels, consisting of a requisition header and one or several requisition lines. The second step in a new entry is to enter purchase requisition lines.

Requisitions for purchase parts are entered in the Part Requisition Lines tab. Requisitions for parts without part numbers, i.e., no-number parts, are entered in the No Part Requisition Lines tab.

Note that this activity description only covers the entry of no-number part lines on express purchase requisitions, i.e., purchase requisitions with order code 5 (Express).

A purchase requisition for a purchase of parts without part numbers is used for a one-time purchase of a part when it is unnecessary to enter the part in the purchase part record. When buying this type of part, you need to describe the specific conditions and needs for the part.

Sometimes, the description turns out to be lengthy, in which case you must select the line, right-click and then click Text Processing (See the corresponding activity description.)

When entering a purchase requisition for a new supplier that has not yet been entered, it is possible to make a quick registration of the new supplier using an existing supplier as a template. In so doing, supplier information that is not company-specific is automatically copied from the template supplier to the new supplier and additional information entered in the Quick Supplier Registration dialog box.

Prerequisites

• The purchase requisition header must have been entered and saved.
• To make a quick registration of a new supplier, there must be a template supplier to use when doing so. The Use as Template check box should be checked for those suppliers that are to be used as templates, either in the Supplier/Purchase/General tab or in Suppliers. A description must also be entered for the template of each supplier.
• The supplier that is entered on the no-number part line must be permitted to handle express orders. This permission is granted in the Supplier/Purchase/General tab.
• The technical coordinator, if applicable, must have been entered in Inventory Basic Data/Technical Coordinators.

System Effects

As a result of this entry, a purchase requisition line with status Planned is entered.

Window

Purchase Requisition

Related Window Descriptions

Purchase Requisition
Purchase Requisition/No Part Requisition Lines
Quick Supplier Registration
Additional Cost Details

Procedure

To enter a no-number purchase requisition line for a previously entered supplier (or when the supplier is not known):

1. On the No Part Requisition Lines tab, click New.
2. In the Description field, enter a description of the part. If the description is too lengthy, select the line, right-click and then click Text Processing.
3. In the Quantity field, indicate the number of parts to be purchased.
4. Enter the purchase unit of measure.
5. In the Wanted Receipt Date field, indicate the date when you want to receive the parts.
6. If you know which supplier is to be used, enter its short code directly in the Supplier field or search for it by using the List of Values.
7. Enter the price per purchase unit of the part or service. The supplier's currency is automatically displayed, but it can be changed if necessary. If the entered price is an estimated one, select the Estimated Price check box.
8. Save when completed.

To enter a no-number purchase requisition line for a new supplier without a supplier record, using a supplier template:

1. On the No Part Requisition Lines tab, click New.
2. In the Description field, enter a description of the part. If the description is too lengthy, select the line, right-click and then click Text Processing.
3. In the Quantity field, indicate the number of parts to be purchased.
4. Enter the purchase unit of measure.
5. In the Wanted Receipt Date field, indicate the date when you want to receive the parts.
6. Select the line, right-click and then click Quick Supplier Registration. The Quick Supplier Registration dialog box opens.
7. 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 the List of Values.
8. In the New Supplier field, enter the ID for the new supplier.
9. Enter the name of the new supplier in the New Supplier Name field.
10. In the Association field, you can enter the association number for the new supplier.
11. In the Supplier Address fields, enter the complete address for the new supplier.
12. Click OK  to exit the Quick Supplier Registration dialog box.
13. Enter the price per purchase unit of the part or service. The supplier's currency is automatically displayed, but it can be changed if necessary. If the entered price is an estimated one, select the Estimated Price check box.
14. Save when completed.

Optional steps (remember to save your entries):

• Add any additional costs in the Add Cost Net/Curr or AddCost Gross/Curr fields.

Note: If you enter additional cost amounts directly on the Add Cost Net/Curr or AddCost Gross/Curr fields, you will not be allowed to enter additional cost details using additional cost types via the right-mouse button menu options.

• If the no-number part belongs to a specific supplier assortment, enter the short code for the assortment directly in the Supplier Assortment field or search for it by using the List of Values.
• Either indicate the short code for the purchase group directly in the Purchase Group field or search for it by using the List of Values.
• Change or add miscellaneous information, such as notes and document text.
• Add or change the supplier contact if you have one with the supplier. You can either use the List of Values (if the person has been entered in Supplier/Comm Method or Supplier/Address/General Address Info) or enter one manually. The supplier contact will be transferred to the purchase order when the requisition line is converted.
• Specify the technical coordinator either manually or by using the List of Values.