Request to Purchase
Dimensions Only - This feature is not available in Dimensions Lite
These are outline Purchase Orders (or in-house requirements) which will be incorporated with other orders, raised from SOP; Stock Control and Works Orders, using the Consolidate Requests function.
Purchase Requests and orders resulting from Consolidate Requests are treated like normal Purchase Orders for the purposes of the User Budgets and Nominal Budgets. See Purchase Control for more information.
For Purchase Requests, the User Budget checked is that of the User who entered the request, not the user who is consolidating.
For request raised via Back to Back Sales Orders and Stock Recommended Orders , the budget of the user who is consolidating the requests will be checked.
Header window
All Requests to Purchase will be batched; they do not need to have all the details entered here as they will be completed in the Consolidate Requests wizard. Therefore, a Batch Reference field is always displayed (there is no transaction option to Batch Order and Allocate Stock).
The Supplier Account Code can be left blank, as it may well not be known at the point that the Order is entered.
No Status is displayed for the Order (defaults to Normal). No User Keys or EC Info are displayed. There is no Sub Ledger drill down.
All the fields on the Terms window are memo only, they are not used at this stage.
The Address fields are display only.
The RTP No. may be entered manually or entered automatically, depending on the setting in System Options - Documents tab.
The other fields are similar to those on a Purchase Order.
Any Description entered may well be lost when this Request is Consolidated.
When you tab out of the Description field, the RTP detail window is displayed.
Detail window
This defaults to Text Entry, but it can be changed to Stock Entry or Price Entry by using the drop-down menu. If the type is changed, then a popup list will be displayed so that you can select the relevant Code.
You can update costing by using the Cost fields (Project Code on the left and Cost Centre on the right). Costing values are not affected by the purchase request.
The minimum information needed on any line is the Detail text; the other fields are optional. Some of these other fields can be added as appropriate when the Purchase Request is converted into a Purchase Order. You should be aware that Settlement Discounts are excluded from the calculation of VAT on Purchase Order and Credit Note detail lines, Requests, and Consolidated Requests so that VAT is correctly calculated when payment is made. See VAT on Settlement Discounts.
If present, the Currency fields are memo only, the values they contain are calculated from the Home values, using the current exchange rate, held in System Control, and cannot be changed. They will all be recalculated using the current exchange rate when (and if) a Purchase Order is raised in the Consolidate Requests function.
Totals window
Note that the VAT and Gross columns and Analysis details are not displayed on the Totals window.
When you have finished entering the Detail lines, click on OK and the Request will be posted to the Batch.
Toolbar
Freeze - using this button, you can freeze an incomplete transaction so that you can temporarily swap to another module. For example, you may need to do this so as to answer the telephone, or set up a stock record. When you freeze a transaction, access to some modules is limited to protect the partly entered transaction.
Options - using the checkboxes found on this window, you are able to:
Archive Transactions
Bypass entry fields (Bypass Quantity, Bypass Price, Bypass Costing on Detail window)
Always Select Default Sub Analysis
Allow Sub Analysis field to be left empty
Allow Serial No. field to be left empty
Batch - This displays the PO Batch Selection and Process Batch windows.
Workflow Forms on Transactions
Any WFF associated with the transaction will automatically display as a popup window for initial entry. Existing WFF can then be edited by clicking on the Workflow Form button. If no WFF is associated with the transaction, the window will not display.
WFF can be attached to:
The transaction Header - the WFF will display on initial tab off, and can also be opened by clicking the Workflow Form button.
Transaction Detail lines - the WFF will display on initial tab off to a new line, and can also be opened by clicking the Workflow Form button.
The transaction Save - the WFF will display when clicking Save.