Job Procurement (Legacy)
Overview
Procurement Lists are best utilised where Jobs/Sub Jobs have a fixed quantity on materials and fixtures for a project, they are commonly used in business environment such as Plumbers and Concreters especially on high rise construction buildings. Electricians seem to buy more in bulk on the entirety of the project.
The audience is mainly for site supervisors/foreman drawing down on the procurement list for quicker/efficient purchasing. Once the purchase requisition/order is created it typically is directed to the desired workflow for review and approval.
Benefits of Procurement Lists for the organisation:
Quick and efficient quantity draw down ordering of material/fixtures for the procurer at sub job level.
Fixed quantities are ultimately fixed, so in a perfect world quantity procurement should never be short or over supplied by sub jobs.
In some cases fixed quantity procurement of materials and fixtures for large sites can be claimed (Revenue) up front. However the ordering of procurement lists by sub job can greatly assist with expense cashflow alleviating strain on the business finances.
Supplier part numbers are displayed once purchase requisition/order has been approved.
In the case of a business organisation that has the stock module setup:
A standard set of parts/materials such as PVC Pipe, Copper, Clips, that is consumed regularly for many projects via the yard/warehouse can be procured more efficiently and faster by drawing down on the list and creating the stock requisition.
A standard set of parts/materials on 1 x Procurement list can be configured to filter by activity code (i.e. PVC, Copper), thus allowing the Warehouse user to draw down on quantities and not worry about supplier pricing etc as this would be pre-configured in the procurement list tab.
In summary Job Procurement lists, is fundamentally all about a fixed quantity and potentially a fixed cost value by project(s). It is easier for site supervisors/foreman to draw down on stock/material quantities rather than creating a standard purchase order and worrying about costs etc.
Job procurement legacy
Control Parameter:
Job Procurement functionality has two versions, the initial one (legacy), and the current one (version 2) which is more advanced and manages the interaction between the Field Procurement users and the Back office Procurement users in a smarter and more controlled way, so both sides know when an action has been triggered by each other. The new version is enabled with the control parameter 'BETA FEATURE - Job Procurement Enhancements'.
Screen Guide
Procurement List
A. The Procurement List feature is available from the Purchasing menu; not the item within the Requisitions submenu.
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.
Procurement Detail – 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 Detail – Procurement tab
H. To prepare the procurement items we specify the Work Centre (if known),the STock Location (for Stock Requisition only) 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, Stock Requisition or Purchase Order process. The options Purchase Order and Purchase Requisition are configured via the 'Procurement uses PR' and 'Procurement uses PO' permissions. Note that Stock Requisitions does not require any specific permission to be available. As the purchase is processed, the relevant values for Requisition and Ordered will display.
Procurement Detail – Summary tab
The value in the Requisition or Ordered columns becomes the link to the PR List, Stock Requisition 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.
Procurement Detail – History tab
• The History tab lists all PRs, SRs and POs created from this Procurement List.
• This can be filtered to find a specific document as per usual.
• To see PRs, SRs and POs for a specific procurement line item, use the link from the Procurement tab Requisitioned or Ordered value respectively.
Notes:
Procurement tab supports two grid views:
ProcurementDetailList is intended for the main office with full width grid
ProcurementDetailFieldList is intended for a field based view with fewer grid columns
When using Stock Requisitions, Location column must be enabled on the Grids listed above from Grid Management, in order for a Stock Requisition to be created. If this column is not enabled, the Stock Requisition will not be created.
The respective grid setting is assigned to individual using the Procurement Layout setting that defines the global grid and (possibly different) individual grid
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.
FAQs:
Process Flow: