pu1013

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Slide notes: A new Purchase Request for a Direct Item can be performed from the Requisition menu.

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Slide notes: As we enter the Purchase Request screen for Direct Items, the system immediately offers a list of existing Direct Codes, if there are any. In this case, we have only 1, but as we order more Direct Items, the list will grow.

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Slide notes: Even though the Item is not for Stock, we still select a Store for Delivery purposes.

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Slide notes: In the case of Direct Items, we need to provide an Allocation, i.e. a GL Cost Account where the cost will be charged. Depending on Company procedures, the User will already select the correct allocation, or else a general suspense type allocation Account will be provided for Users to use initially, because the allocation can still be changed later. It is of course much better if the User can already indicate the correct Charge Allocation.

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Slide notes: In this case, we will charge the cost to the Office Expense Account.

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Slide notes: The Order Description usually does not require any change, but change is allowed.

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Slide notes: Next, we select the quantity that is being requested.

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Slide notes: And the expected Price. If the User has not even a vague idea, which is improbable, then at least some Amount must still be indicated.

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Slide notes: For Direct Items, we have to state a reason why this Item is being requested, and it is called the motivation for purchase.

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Slide notes: When the current User does not have sufficient authorization privilege for the cost of the Item, then an Authorizer for the Request is selected.

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Slide notes: When an Authorizer is selected, then no initial authorization is indicated, as the Purchase Request will first move into the authorization queue of the selected Authorizer.

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Slide notes: By default, the system expects that we may claim input tax when ordering the Item, but if not, the box should be unchecked.

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Slide notes: When we choose 'update', the Item moves to the Authorizer.

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Slide notes: Optionally, a message may be sent to the Authorizer to alert him or her of the new Purchase Request which is not yet authorized.

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Slide notes: Next, we look at another example, and this time we will choose to charge the costs to a Job.

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Slide notes: We select the Job Code, and depending on the Job set up, we may still have to select the Cost Type and or Charge Account, which in this example is all automatic.

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Slide notes: When we have already selected the Direct Item Code, then we can query the Order History for this Item.

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Slide notes: For any line where an Order Number is already indicated, we can drill into an enquiry of that Purchase Order.

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Slide notes: Or we can drill into the Purchase Request itself.

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Slide notes: Provided we have access, we can even drill into the Supplier Account for that Purchase Order.

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Slide notes: And if there is a Requisition indicated, we can drill into that as well.

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Slide notes: Next, we look at what to do if the Item that we want to request is not yet on the list of Direct Items.

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Slide notes: In this case, we can create a new Direct Item Code.

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Slide notes: The Item Codes can be designed by ourselves, or if we prefer, we can request a new code from the system.

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Slide notes: Then we just state a Name for the Item, and this will also become the Order Description,

unless we provide a different Order Description below.

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Slide notes: The new Item will now be on the lookup.

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Slide notes: And from here we may continue to specify the Purchase Request Item. If the current User has sufficient privilege, then the initial authorization and even the Final Expected Price authorization takes place immediately.