REQUISITIONS AND APPROVAL > Approval > Build documents from approved requisitions > (Item requisitions /Purchase requisitions) > Build using established settings (automatic mode)
This option (Automatic Mode) is the fastest and easiest of the two requisition conversion utilities that can be used to create Purchase Orders, Releases and/or RFQs from approved requisitions.
Automatic Mode builds POs and other documents with information already in the system, without the need to review each requisition.
See About Building Documents from Approved Requisitions for more details on the two options as well as additional information on what happens when you build requisitions into POs and other documents.
TIP: If you run this utility frequently, consider using an unattended process.
TIP: If you use Purchase Reqs (as opposed to Item Reqs), you can also build POs immediately as the Reqs are approved (i.e. rather than running the this utility as a separate step.
Routing Rules (who gets the documents?)
Other than POs that are sent directly to suppliers as part of the build process (see No-Touch POs), the build process will send the resulting documents to one or more users’ document Work Areas.
The documents can either be sent back to the requisitioners to process or to other people (e.g. dedicated Buyers) to process. You can select who will get the documents with the setting called "Route POs to" in Misc. Approval Rules and Settings.
Questions & Options
TIP: If you always select the same option for these prompts, the prompts can be defaulted and suppressed with the Don’t Ask Me This Again feature or Add/Remove Menus and Pop-Up Prompts. By defaulting the prompts, you can build documents with one click of the mouse.
1.Type of Document to create? Select the type of document to create for all requisitions that are processed during this session. In a subsequent step, you will be prompted to select a filter for reqs to process, in case you don’t want to build documents (or the same type of document) for all approved reqs in SpendMap.
You can either create Purchase Orders or RFQs (if you’re using the optional Request for Quotation Module). These options are available for both Item Reqs and Purchase Reqs.
If processing Item Requisitions, you can also create Purchase Requisitions or you can route the reqs to the Item Requirements Staging Batch, where you can select the document type to build on an item-by-item basis as a separate step.
2.Automatically Create Releases? When processing Item Requisitions, if you are using Blanket Orders, you will be asked if you want to automatically create Releases (instead of POs or RFQs) when open Blanket Orders exist for items.
If you select to create Releases but SpendMap can’t find an open Blanket Order to release against for one or more items, a PO or RFQ will be created instead (based on what you selected in step 1, above).
3.Which Requisitions? Choose a filter for reqs to process. Requisitions that do not match the filter entered, even if approved, will be skipped and will remain as approved reqs to be processed later.
4.All or Single Buyer? If in Misc. Approval Rules and Settings you have configured SpendMap to route POs to "Multiple Buyers based on routing rules", you can either process [ALL REQUISITIONS] that match the filters specified or you can only process orders destined for a [SINGLE BUYER].
The [SINGLE BUYER] option would typically be used when Buyers themselves are responsible for invoking the build process (i.e. building their own documents), whereas the [ALL REQUISITIONS] option is typically used when building documents for all Buyers, or if this process is happening automatically using an unattended process.
5.Consolidate Requisitions? If processing Item Requisitions, you can optionally consolidate requisitions, for example, you might consolidate orders based on the supplier to save on shipping costs.
If requisitions that are destined for different ship-to addresses are consolidated onto a single PO or other document, a separate page will be created for each ship-to address on that document.
