(Process Batch) Requests
Purchase requests are outline purchase orders (possibly for in-house requirements) which may be incorporated with other requests raised from SOP; Stock Control and Works Orders, using the Consolidate Requests function.
You might enter purchase requests because you are not permitted to create purchase orders, or you might enter them so that they can be gathered together to create a large order and so take advantage of bulk-buy prices.
You only have to enter a description of the product and the quantity required when you create the request; the request then acts as a request to the purchasing officer or a reminder to re-stock.
If they are available, the stock code, price and supplier details can be entered when the purchase request is created.
Once entered through the Purchase Request window, the requests will sit in the batch ready for the purchasing officer to review.
The Purchase Requests batch is only used for editing or deleting purchase requests, no processing is carried out.
The purchasing officer can review the requests that have been entered in the batch and use the information to locate a supplier and a price.
The requests are converted to purchase orders using the Consolidate Requests function.
Locating Purchase Requests in the batch follows the same pattern as the other POP batches except that the requests can only be edited or deleted.
The first step is to select the transactions you wish to update. This is done by entering search criteria in the Batch Selection window and pressing Display.
All the details on the transactions can be changed and a Supplier account can be added by using the edit function.
Enter your selection criteria and click Display. The Process Batch window will be displayed, listing the Purchase Requests that satisfy the criteria you have entered.
Purchase Order Batch Selection window
The options available on the selection window are described below.
Search Criteria
Required By Date / Request Date
Enter a date range to find orders falling between the two dates.
Period
Enter a range of periods to find orders posted in those periods. A year can also be selected; the Year menu defaults to All Years.
Account
Enter the Supplier code to locate orders for a particular Supplier. Clicking the search button will open a list of Supplier accounts from which you can make a selection.
Supplier Ref.
Search for orders that contain a particular reference.
RTP No.
Enter a range of RTP order number numbers.
Batch Ref.
Enter the reference of the batch you wish to retrieve.
O/S Stock Code
To search for request that contain a particular Stock item. Clicking the search button will display a list of Stock Codes from which you can make a selection.
User Id.
Search for requests entered by a specific User. Clicking the search button will display a list of Users from which you can make a selection.
In a multi-user system, where more than one operator needs to work on batched transactions at the same time, it is important to enter a User Id. If you do not, you will retrieve transactions that other Users may want to process and these will then be unavailable to them delaying their processing.