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.