Purchase Order Creation
Overview:
Purchase Orders can be created from Purchase Requisitions with a status of Approved or Partially Created PO.
A procurer or any user with the right permissions can create a Purchase Order for each Purchase Requisition or could create multiple Purchase Orders from one Purchase Requisition, having one PR line on only one new Purchase Order. Alternatively, the Bulk Order Creation screen can be used to combine lines from different Purchase Requisitions into one single PO. This might help procurement teams that want to leverage their purchasing power and get better deals when purchasing larger amounts from the same supplier.
Screen Guide:
PO can be created for the following PRs with Status = Approved or Partially Created PO.
Person with Procurer Role has the right to create PO from Purchase Requisitions. The rights are as follows:
PR list is based on the defined Entity permissions (Profit Centre/Profit Centre Group/Finco) of the Procurer and the Profit Centre/Finco of the Purchase Requisition.
Can view and update some PR Fields.
Create PO at line level.
Cancel PR line/s.
Complete Purchase for Hire, Subcontract or Purchase Card or any PR with Type Classification of “No PO”.
Create PO for multiple PRs (one each).
Print and view PO from web.
When a Purchase Order (single PR creation) is created, an option to “Print” or “View” the PO from Purchase Order module is available.
From MDE, the PR Number can be viewed under “Others” section from the “PO Reference” field.
Purchase Order Creation rules:
A PR line can have only one PO.
POs can be different in each PR line.
Where a PR creates a single PO then PO Entered By is populated from PR Requested By.
PR Line/s can be cancelled.
PRs with “For Purchase Order” type or any PR with Type Classification of “Create Approved PO”, “Create Unapproved PO” or “Create Conditional PO” can:
turn into “Purchase Order Created” status when:
all lines in the PR have POs created
Some PR lines are cancelled, some have POs created and NO line is left pending
Turn into “Partial PO” when:
One or more lines are created PO and one or more are left pending
One or more lines are cancelled and one or more lines have POs and one or more are left pending
Turn into “Purchase Discontinued” when:
All PR lines are cancelled
PRs with “Purchase Card”, “Hire” or “Subcontract” can turn into “Completed Purchase” status when the Procurer completes the purchase (Complete Purchase button)
The source for the PO number created from a PR will be based on control Parameter 'PO Numbering Source', and the next sequence number will come from either Location Maintenance or Profit Centre maintenance. Is based on the Location and Profit Centre of the user creating the PO.
Data Mapping:
Purchase Requisition | Purchase Order |
|---|---|
External Comments | Comments |
Description | not copied accross. |
Internal Comments | not copied accross. |
Extension columns: as long as the extension column in PR and PO match exactly, the values on the externsion columns will be copied accross | must match extension column name to be copied accross. |
PR Number | PO Reference |
Requested By | Entered By. No → Entered By is the Current user creating the PO. |
Continuous Supply Order
A PR Type of “Continuous Supply Order” or any PR with Type Classification of “Create Unapproved PO” will always create Unapproved PO.
PR Type can be changed to “Continuous Supply Order” from the PO Creation page if the Purchase Requisition is in “Approved” Status
Tolerance Rules
When the Procurer updates the cost and/or quantity in the PR line, the change in cost will check for the Tolerance Percentage Limit and Value as set in the Settings maintenance.
Each line is checked against the percentage up to a value limit. E.g. Percent Tolerance is 10% with Value Limit 50. When the cost has changed from 100 to 110, the Tolerance percent is not exceeded but Value limit is. This will show a warning message
When the Tolerance Limit is exceeded, it will show a message stating that the system has to send the PR for re-approval to the previous PR Approver if within his limit. Otherwise, it will send to the Approver with the appropriate authorization limit.
Assigned Procurer
PR will not have an Assigned Procurer when it is created or Approved. That's why when the user views it in the list it of approved PR it has no Procurer. When the Procurer views the PR Detail screen, if there is no Assigned Procurer then it will use the current user as Default. If save button is not clicked then it will not save the procurer, and will still show empty on the PR list screen.
The list of procurers is just every active employee.