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(Video)

Overview:

Screen Guide:

Overview:

Procurement Lists are accessed via the blue ellipsis button next to the desired Job:

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Screen Guide:

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Procurement List (header)

A. The Procurement List feature is available from the Purchasing menu.
B. As usual the list may be filtered by various criteria to locate the required list, and additional criteria used as required.
C. Click the New Job Procurement List button to display the detail screen to add a list, or the respective list Id to edit.

List tab

D. The Procurement List Detail has a header section and the Description and Job fields are required. The supplier field is optional and serves as the default for the lines.
E. Should the list be similar a pre-existing list then the lines may be copied.
F. The procurement items are specified in the grid, the Description and Activity being mandatory.
G. The lines that are ready for procurement must be marked as ‘Approved’, and this will make them available on the Procurement tab.

Procurement tab

H. To prepare the procurement items we specify the Work Centre (if known), and the respective This Quantity and Value; and [Save]. To close off a line if no further procurement of the item are required, the Complete flag may be ticked.
I. Once the values are specified for This Quantity and Value we can select whether to procure via the Purchase Requisition or Purchase Order process. The options available are configured via the 'Procurement uses PR' and 'Procurement uses PO' permissions. As the purchase is processed, the relevant values for Requisition and Ordered will display.
J. The value in the Requisition or Ordered columns becomes the link to the PR List and PO List respectively, filtering for the documents including the specific procurement line. The standard option to open in a new tab is available from this link.

History tab

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  • The History tab lists all PRs and POs created from this Procurement List.

  • This can be filtered to find a specific document as per usual.

  • To see PRs and POs for a specific procurement line item, use the link from the Procurement tab PR or PO value respectively.

Info

  • Procurement Line Consolidation: When importing lines from a Budget into the Procurement list, Workbench consolidates lines with identical attributes into a single Procurement line. Specifically, any budget lines that share the same Item, LineRef, Activity, and Work Centre will be merged. The system provides a reconciliation screen displaying the source details of each consolidated line, which is accessible in the Budget Details column of the List screen. This consolidation simplifies procurement by reducing duplicate entries and ensuring clarity in tracking the origin of each line item.

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  • The procurement tab supports two grid views. The specific grid setting is assigned to individuals using the Procurement Layout setting, which defines the global grid and, potentially, different individual grids:

    • ProcurementDetailList is intended for the main office with full width grid

    • ProcurementDetailFieldList is intended for a field based view with fewer grid columns.

  • Bulk purchasing of purchase requisitions may be processed using the existing ‘Bulk Lines Procurement’ screen under the Purchasing – Requisitions submenu.

  • The permission ‘Procurement Lists’ will display an entry on the Job ellipsis.

  

Next Steps:

Related Pages:

FAQs:

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