SpendMap User Guide (v15)

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Navigation: Requisitions and Approvals > Setup System

Requisition Entry Options

REQUISITIONS AND APPROVAL > Setup system > Requisition entry options

These settings are used to customize the behavior of fields and screens in the Purchase Req Work Area, the Item Req Work Area, the Item Requisition Shopping Cart, and the Expense Reimbursement Req Work Area.

Related settings

•Requisition Printing Settings

•User Defined Field Settings

•Similar settings exist for POs and RFQs.

Fields

Field

Description

Default Request-by

•When adding new line items to Reqs, there are three options for defaulting the Request-By Field:

•If you select ALWAYS, the Request-By Field will initially default to your user ID code for the first Req line that you enter. If you modify the default for the Req line, the new request-by will carry forward for subsequent lines on that page.

•If you select CURRENT PAGE, the Request-By Field will initially not default for the first Req line that you enter. However, if you modify the default for the Req line, the new request-by will carry forward for subsequent lines on that data entry page.

•If you select NEVER, the Request-By Field will not default at all when entering new Req lines.

Default line type

•When adding new line items to Purchase Requisitions, the line item "type" field (e.g. regular item, description only) can default based either on the last item entered or to "regular" for each new line item entered.

Default Category for one-off items

•You can optionally default the Category A and Category B fields for one-off items based on the previous line item entered to reduce data entry.

Default delivery date if blank

•When adding new line items to Purchase Requisitions, for items in the Item Master File, the delivery date will always default to the Requisition date plus the lead time specified for the selected supplier in the Items Master File.

•However, for one-off items and items in the Item Master File that don't have a lead time specified, the delivery date will default from the last line item entered on the Requisition.

•This setting determines how the delivery dated will default on Requisitions when no other defaulting is available (e.g. if the first line item that you enter is a one-off or an item in the Item Master File with no lead time specified).

Price update option

•This setting is used to update the default pricing for items in the Item Master File if you change/override the price on Purchase Requisitions. This can help keep your item pricing up-to-date.

•If you select one of the options to update the item pricing, you will be prompted to do so when you modify the pricing on Purchase Requisitions (the update has to be confirmed).

•The use of volume discounts (price breaks) for an item disables this feature.

•There is a similar option for POs in PO Entry Options (it’s more common to update item pricing when POs are created rather than when Reqs are created as PO pricing is sometimes more accurate).

Category forcing option

•You can optionally force the entry of the category fields during requisition entry. This might be required if you route requisitions for approval based on the item category/commodity (if left blank, the routing rules can’t be applied).

When selecting items...

•If you specify your standard supplier(s) for each item in the [SUPPLIER] folder of the Item Master File, you can use this setting to recommend OR restrict users to buying the items from only those standard supplier(s).

•This setting determines 1) which items will be listed when searching for items on the Purchase Requisition Line Item Details Screen, and 2) if Lookup is not used and the Item Code is entered manually on the Requisition, this setting determines which items you will be able to enter on the Req.

•TIP: There is a similar setting for Purchase Orders in PO Entry Settings.

Details of each option

•Open (Item Lookup shows all items from all suppliers)

All items are displayed/available, regardless if they are supplied by the current supplier specified on the Req or not.

TIP: If required, you can use Extended Lookup to search for only those items supplied by the current supplier on the Req.

TIP: You can keep track of when users buy from non-standard suppliers using the option "Log if non-standard supplier chosen" in System Alert Log Settings.

•Recommend (Item Lookup shows all items from all suppliers and items for the current supplier are highlighted)

As with the previous option, all items are displayed/available but the items supplied by the current supplier on the Req will be highlighted in the Lookup list, so as to draw your attention to those items.

•Strict (Item Lookup shows only items for the current supplier)

Only items supplied by the current supplier on the Req will be displayed in the Lookup list and the user will NOT be able to enter or select any other items.

•Strict-ish (Item Lookup/search shows only items for the current supplier and items without any suppliers set up)

Items supplied by the current supplier on the PO will be displayed in the Lookup list, in addition to all items with no suppliers set up in the [SUPPLIER] folder of the Item Master File.

NOTE: This option uses an active "filter" that may impact performance if you have a very large lists of items. If you have thousands of items per supplier, the responsiveness of item Lookups may be impacted, depending on the database server that you use and the speed of your network.

Also, since filtered lists cannot include scrollbars, when using this option you will see <Previous Page> and <Next Page> buttons rather than a scrollbar to browse through your list of items while working on Reqs.

When copying processed POs

•This setting determines which notes and attachments will be included/copied when you copy a processed PO to create a new Requisition, using the [Copy] button in the Requisition Work Area.

Allow entry of category for one-off items?

•Check this box to allow users to fill in the Item Category A and B fields when creating reqs for one-off items (i.e. items not in the Item Master File). This might be required if you route requisitions for approval based on the item category/commodity (if left blank, the routing rules can’t be applied).

•See also "Category forcing option" above.

•See also "Default Category for one-off items" above.

Allow entry of category for items in the item master file?

•Check this box to allow users to fill in the Item Category A and B fields when creating reqs for items in the Item Master File. This might be required if you route requisitions for approval based on the item category/commodity (if left blank, the routing rules can’t be applied).

•If not checked, the fields will default based on the selected item and the user will not be able to change them.

•See also "Category forcing option" above.

Update ALL cost centers on ALL lines when ship-to changes?

•If you modify the ship-to cost center code on the Purchase Requisition Header when line items have already been added to the req, you can optionally be prompted to update the charge-to cost centers specified for each line item as well. This can eliminate the need to manually update each line item when you both ship-to and charge to the same cost centers.

Allow entry of stock cost center on item requisition (i.e. to request a stock transfer)?

•If you are using the Inventory Control Module, Item Requisitions can either be used 1) by end-users to request items that they need from stock (i.e. to consume themselves), or 2) to request a transfer of stock from one stock location to another (i.e. the item is not consumed but rather stays “in stock” but is moved to a different location).

This second option might be used by a satellite stock location to request a replenishment of stock from the main warehouse.

•The cost center specified on the requisition will determine whether a stock usage or stock transfer is posted when the item is filled in the Fill Stock Requisitions utility. If a non-stock (i.e. end-user) cost center is specified, then a usage is posted or, if a stock cost center is specified (representing another stock location), then a transfer is posted.

•This setting enables the “transfer” option and allows the entry of stock cost centers on Item Requisitions, otherwise only non-stock cost centers can be used on Item Reqs.

More...

•When a “transfer” requisition is processed in the Fill Stock Requisitions utility, stock is transferred from the location specified on the requisition to the location associated with the stock cost center entered on the requisition.

•An "Associated stock cost center" field is available in the Location Master File so that you can enter the corresponding stock cost centers for all applicable locations. A stock cost center code must exist in the location master file in order to use that cost center on a “transfer” requisition.

•If there is not enough stock in the “from” location to fill the transfer requisition and the item is “ordered” in the Fill Stock Requisitions utility, the resulting PO will include the “to” stock cost center's location (not the “from” location on the requisition) since this will allow the stock to go directly into the “to” location's inventory when the goods are received.

Allow multiple cost centers per item requisition (i.e.: ship-to becomes cost center code?

•Check this box to allow Item Requisitions and Expense Reimbursement Requisitions to be charged to multiple cost centers, otherwise only one charge-to cost center can be used per req.

•If this setting is enabled, you will be able to enter "*" (an asterisk) in the charge-to cost center field on the Item Req Header Screen, in which case SpendMap will use the ship-to cost center codes specified for each line item as the charge-to cost center throughout the system, thereby resulting in multiple cost centers for a single requisition (one per line item).

•This feature can obviously only be used if you use the same cost center codes for both ship-to and charge-to purposes.

Shopping Cart (Product Sourcing)

These settings affect the Product Sourcing screen of the Item Requisition Shopping cart in the SpendMap Web App and Desktop applications, as well as the Mobile Web App.

Item Catalog

•This setting will determine the categories that appear in the Category Field drop-box, in the item SEARCH area at the top of the Product Sourcing Page.

•The drop list options can be based on the Item Category specified for each item in the Item Master File or based on Item Catalogs.

Item catalog
price option

•This setting determines the price that is displayed next to each item on the Product Sourcing Page.

•The "Standard Cost" can be specified for each item in the Item Master File or, if absent, will be calculated based on the primary supplier's price and related information for the item.

•The "Supplier's price" will display the supplier's price for the item (in the supplier's currency) along with any freight and/or miscellaneous charges to the right of the price, if applicable. If a supplier is specified when searching for items on the Product Sourcing Page (i.e. if the user searches for items by supplier), that supplier's price will be used, otherwise if the use searches on some other field other than supplier (e.g. a keyword search, etc.), the the Primary Supplier's price will be used.

Only create catalogs for category codes?

•If above you selected to use Category A and/or Category B Fields in the Item Master File, check this box to include only item categories for entries that are defined in the Item Category Master File, that is, to NOT include categories that may have been specified for items in the Item Master File but that don’t exist in the Item Category Master File.

•This setting would only apply if you have permitted the use of category codes that do not exist in the Item Category Master File in User Defined Field Settings using the “Fuzzy” Lookup Mode Option.

•If this box is unchecked, any categories that are specified for items but that are not also defined in the Item Category Master File will be placed in a "Misc. category".

Include item images when display item catalog?

•To display item images next to items on the Product Sourcing Page, check this box.

Include extended item descriptions?

•These settings determine if extended item description will be displayed when searching for items on the Product Sourcing Page and, if so, how much of the extended description to include for each item. Regardless of how much (if any) extended description you include, users can also click on the "Full description" link next to each item to view the entire extended description. That is, this setting can be used to eliminate the need to click on the link to see the full description.

•Max description lines: The maximum number of lines of extended description to include, between 1 and 99 lines. You would typically enter the number of lines you feel is enough to clarify the details of the item. The more text you include, the more scrolling will be needed when reviewing the item search results as the extended description sits between items on the results page.

•Max width (in characters): This is the maximum number of characters allowed on a line before the text will wrap to the next line/row. This can be used to reduce the amount of scrolling when an item’s extended description included a large amount of text without line returns.

Maximum number of items displayed per page

•Enter the number of items to display on the Product Sourcing Page when searching for items to add to your Shopping Cart. If a search results in more than the number of items set here, there will be an option at the bottom of the page to list "next X items" and "previous X items".
A recommended value for most systems is 10.