SpendMap User Guide (v14.5)

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Navigation: Requisitions and Approvals > Setup System

Miscellaneous Requisition Settings

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REQUISITIONS AND APPROVAL > Setup system > Miscellaneous settings

These settings affect requisitions at various stages of the requisitioning process.

Fields

Field

Comments

Use requisition number as PO number

•If you use the same sequence of document numbers for Purchase Requisitions as you do for the actual Purchase Orders, that is, if POs that are built from Purchase Requisitions are to have the same document number, check this box.

•If you enable this feature, Document Number Set field on the Purchase Requisition Header Screen will pull from PO Number Sets rather than Requisition Number Sets and, when the requisition is built into a PO, the resulting PO number will be the requisition number (instead of using a new PO number).

•Note: This feature only applies when the requisition is built directly into a PO (ie. is not created into another document type first, such as an RFQ).

When would I use this feature?

There is a distinct difference between a PO and a Requisition. A PO is an "external" document that you send to your supplier to confirm the details of the buy/sell transaction, while a Requisition is an "internal" document that you circulate within your organization to get approval to purchase before the PO is sent to the supplier.

That said, some organizations are accustom to using the same document for the Requisition and the PO. That is, they create a single document, circulate it internally for approval, then send the same document to the supplier to place the order. This is most common in smaller organizations using manual/paper-based processes.

When moving to an automated system, some organizations prefer to stick with the "one document" approach, in which case this feature can be used. The primary benefit of this approach is a single document number for users to follow up on (i.e. a Requisitioner who created Req #1000 knows that the resulting PO will also be #1000).

That said, there are also a number of benefits to using separate Requisition and PO numbers. For example, when requisitions are rejected, it will not result in a gap (i.e. missing numbers) for audit purposes. Also, many organizations prefer separate sequences of numbers and might even preceded the numbers with a unique prefix, like "R" for Requisitions and "P" for Purchase Orders, so as to more easily identify the type of transaction on screen and reports.

Please note that this feature only applies to Purchase Requisitions but not Item Requisitions, since Item Requisitions can be split and/or consolidated, so a single Item Requisition might result in many POs, which would obviously defeat the purpose of this feature.

Bypass Stockroom and Create PO for ALL Item Reqs?

•If you are using the Inventory Control Module, you can optionally bypass the Stock Room and send Item Requisitions for stock items directly to create POs or other procurement documents (along with non-stock items). This would be the case if you maintain stock but never fill requisitions from stock.

•If you don’t use this feature, Requisitioners can also select to bypass the Stock Room for individual requisitions when they are created, by selecting the “Order item” option on the Requisition Line Item Details Screen.

Reload entire PO...

•These settings (one for Item Req and one for Purchase Req) determine what happens when you select to add an approved req to an already processed PO (rather than creating a new PO) in Approved Requisition Staging Area (Manual Mode).

•You can either reload the entire processed PO into your PO Work Area, in which case you will be using the Advanced PO Modification Utility and you will see the whole PO in your Work Area with the items from the new requisition added to the bottom as a separate page.

•Alternatively, if you do NOT reload the entire PO, the req will be built into a new PO in your PO Work Area and will use the same number as the PO you are adding to. When the new PO is processed, it will be appended to the bottom of the already processed PO as a new page.

•So, the end result will be the same. Your choice for this setting will depend on whether you want to use the additional features of the Advance PO Modification Utility (e.g. ability to route Change Orders for approval, etc.).

Stock Requisition Back-Order Options

•There are two options for when Item Reqs are back-ordered in the Fill Stock Requisitions utility. Your choice will depend on whether or not you use an alternate mechanism to replenish stock when items are low in stock.

•If, for example, you use the Reorder Report or the Staging Batch or some other mechanism to replenish items that are low in stock, then select “Back order item and wait for stock to be replenished”. In this case, when there is not enough stock to fill an Item Req and items are back-ordered, a PO will NOT be created for the shortage since, again, stock will be replenished using another mechanism and when the stock arrives, you can fill the back order.

•However, if you select “Order item AND keep req active as a back order”, when items are backordered in the Fill Stock Requisitions utility, they will also be flagged to be ordered (i.e. forward the balance to be built into a Purchase Order or other procurement document) and, when the stock arrives, you can fill the back order. Once the requisition is set as back-ordered/ordered, it cannot be modified in anyway but can be canceled if required.

Number of days to auto-delete REJECTED requisitions.

•The number of days after which rejected requisitions will be deleted automatically by the system.

•If you enter zero (0), rejected requisitions will NOT be auto-deleted and will have to be dealt with manually by the users.

•If rejected requisitions are not deleted (either automatically using this setting or manually by the end-users), they will continue to show on reports, in View Requisition Status, etc. and can eventually degrade system performance.

•Also, if you are using Cost Center Budgets, rejected requisitions will continue to consume budget until they are deleted, in case the Requisitioner decides to re-process the requisition (e.g. try again with a different item or otherwise clean up whatever the Approver didn’t like). SpendMap will keep the budget “reserved”, to avoid that part of the budget being picked up by someone else, and therefore reduce the chance that the original Requisitioner will be “out of budget” when they try again.
TIP: Requisitioners will see rejected requisitions the next time they go into their Requisition Work Area. If you would like to be more proactive, you can enable the e-mail notification for "rejected requisitions".

•While individual line items on rejected Item Requisitions will be auto-deleted, the system will only auto-delete Purchase Requisitions that are fully rejected (i.e. all line items).