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 Creating POs, Schedule Lines, and RFQs from Requisitions

This section contains practical tips for the manual generation of purchasing documents that reference purchase requisitions. You are shown how to create the following from a list of open requisitions:

  • Purchase orders and delivery schedule lines (for items with an assigned source)

  • RFQs (for items without an assigned source)

Creating Purchase Orders and Delivery Schedule Lines

You process requisitions in two steps:

  1. Select requisitions.

    You select the requisitions for which you want to generate purchase orders, delivery schedule lines (under scheduling agreements), or RFQs (see "Selecting Requisitions").

  2. Create purchasing documents.

    You then create purchase orders or delivery schedule lines (see "Creating Purchase Orders" or "Creating Scheduling Agreement Schedule Lines").

Selecting Requisitions

This section shows how to list open requisitions (requisitions whose material has not been ordered, or only ordered in part) and choose which requisitions you wish to process.

  1. Choose Start of the navigation path Requisition Next navigation step Follow-On Functions Next navigation step Create Purchase Order Next navigation step Via Assignment List End of the navigation path .

    A selection screen appears, on which you enter the selection criteria for the requisitions to be processed.

  2. Enter the selection criteria for the requisitions you wish to process. For example, enter the purchasing group key to list all requisitions that have been assigned to your purchasing group.

  3. Choose Execute to obtain a list sorted by vendor. You see how many of your purchasing group's requisitions are assigned to each vendor.

  4. Now create either purchase orders or scheduling agreement schedule lines.

Creating Purchase Orders

The creation of purchase orders is described in the section Purchase Requisition – Creating Purchase Orders (Single-Screen Transaction) .

The following section describes the "traditional" procedure:

  1. Position the cursor on the desired vendor or contract and choose Start of the navigation path Edit Next navigation step Process Assignment End of the navigation path .

    A dialog box for creating a purchase order appears.

  2. Check, enter or change the purchase order data (for example, the purchasing organization).

    Press ENTER to obtain the overview of requisitions flagged for PO generation.

  3. Select the items that are to be adopted in the PO.

  4. Adopt the selected items in the PO.

    –If you wish to change the selected items before adopting them, choose Start of the navigation path Edit Next navigation step Selections Next navigation step Adopt + Details End of the navigation path . You then make the desired changes on the item detail screen in each case.

    –If you wish to copy the selected items without first changing them, choose Start of the navigation path Edit Next navigation step Selections Next navigation step Adopt End of the navigation path .

    The item overview for the new PO (with the items you adopted) appears.

  5. Save the purchase order.

For more information about the creation of purchase orders, see Creating a Purchase Order .

Creating Scheduling Agreement Schedule Lines
  1. Position the cursor on the scheduling agreement for which delivery schedule lines are to be created, and choose Start of the navigation path Edit Next navigation step Process Assignment End of the navigation path .

    The scheduling agreement item overview appears.

  2. Display the current delivery schedule. If necessary, enter delivery time-spots for individual lines.

    The individual schedule lines for the assigned requisitions are generated automatically and inserted into the delivery schedule in the appropriate chronological order.

  3. Save the schedule.

For more information on the creation of delivery schedules under scheduling agreements, see Creating a Standard Delivery Schedule for an SA Item .

Creating RFQs
  1. To create RFQs, you must generate a basic list by choosing Start of the navigation path Requisition Next navigation step Follow-On Functions Next navigation step Assign + Process End of the navigation path .

  2. From the basic list, you can flag a requisition for RFQ processing. Select a requisition and choose Start of the navigation path Edit Next navigation step Flag for RFQ Next navigation step With Vendor End of the navigation path or Without Vendor.

  3. Choose Start of the navigation path Goto Next navigation step Assignment Overview End of the navigation path to access the assignment overview screen. Position the cursor on the text Flagged for RFQ Processing and choose Start of the navigation path Edit Next navigation step Process Assignment End of the navigation path .

    A dialog box for the creation of RFQs appears.

  4. Enter the deadline for submission of quotations and check other relevant data, such as the purchasing organization.

    When you choose ENTER , you obtain an overview of the purchase requisitions that have been flagged for RFQ processing.

  5. Select the items that are to be adopted in the RFQ.

  6. Adopt the selected items in the RFQ.

    –If you wish to change the selected items before adopting them, choose Start of the navigation path Edit Next navigation step Selections Next navigation step Adopt + Details End of the navigation path . The relevant item detail screens will then appear, allowing you to make the desired changes.

    –To adopt the selected items without changes , choose Start of the navigation path Edit Next navigation step Selections Next navigation step Adopt End of the navigation path .

    The item overview for the RFQ to be created is displayed with the adopted items.

  7. If you have flagged the requisition for RFQ processing without a vendor, or if you wish to issue RFQs to another vendor, assign the RFQ to a vendor and save the document.

    Repeat this process for each vendor to whom the RFQ is to be issued.

For more information about the creation of RFQs, see Creating RFQs .