Articles on: Purchase Module

Purchase Request (PR)

Why have a purchase requisition (PR)?


  • Is an internal document To inform the list of items you want to buy, quantity with details and price (if any) to the purchasing department.
  • Used to control the ordering and picking of products within the company that it is accurate. and has been approved by the head of the department



Action permissions


Create purchase requisition (PR)


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Press the Create purchase requisition (PR) button.
  4. Fill in the details completely.
  5. Press Save.


💡 Nested Tip: PR can be generated from tab 2. Order to sell by
  1. Select the menu Sell and Sell.
  2. Press tab 2. Order to sell
  3. Select the sales order (SO) for which you want to generate PR.
  4. Press the action button '...' select Create purchase requisition (PR).




Edit purchase requisition (PR)


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) that you want to edit.
  4. Press the action button ' ... ', select edit.
  5. Edit the information as needed.
  6. Press Save.



💡 Nested Tip: In case the purchase requisition has been pulled to make a purchase order (PO) or a purchase order (GO), you must cancel the purchase order. (PO) or Goods Receipt (GO) before the purchase requisition (PR) can be amended.


💡 Nested Tip: In case the purchase requisition has been approved, you must withdraw approval before amending any additional transactions. to perform the transaction approval process again



Edit partner information, purchase requisition (PR)


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to edit partner information.
  4. Press the action button ' ... ', select edit.
  5. Press on the right side of the save button, select Edit Partner Information.




Completed purchase requisition (PR)


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to edit partner information.
  4. Press the action button ' ... ', select edit.
  5. Press on the right side of the save button, select Done.



💡 Nested Tip: Completed, use in case of complete purchase But the system shows complete PO status = No




Close/Open purchase requisition (PR)


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) that you want close or open.
  4. Press the action button ' ... ', select edit.
  5. Press right side of the record button, select Off or On.




Cancel the purchase requisition (PR)


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) that you want to cancel.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Cancel.



💡 Nested Tip: Close VS Open VS Cancel
  • Off is used in case the document is no longer needed. and the document contains some references
  • On is used in case the document is closed. but want to use the document again
  • Cancel, used in the event that the document is no longer needed Used in cases where the document has not been referenced.




Workflow


Send approval purchase requisition (PR)


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to be submitted for approval.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Submit Approval.




Withdrawal of purchase requisition (PR) approval request


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to be approved.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Reverse Document.




Approved via Dashboard


  1. On the top menu bar, select the Mission menu.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to be approved.
  4. Press the action button ' ... ', select Approve.


Approved through the request to buy menu


  1. Select menu, order and buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to be approved.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Approve.



Reject Approval via Dashboard


  1. In the top menu bar, select the __missions menu.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to reject the approval.
  4. Press the action button ' ... ', select edit.
  5. Scroll down to the bottom of the document at Note (internal), enter details to indicate the reason for the refusal.
  6. Press the right side of the save button, select Disapprove.


Reject Approval via Request to Buy menu


  1. Select the menu Order and Buy.
  2. Press tab 1. Request to buy
  3. Select the purchase requisition (PR) to reject the approval.
  4. Press the action button ' ... ', select edit.
  5. Scroll down to the bottom of the document where Notes (internal) enter details to indicate the reason for the refusal.
  6. Press the right side of the save button, select Disapprove.




Details in the document


Header


  • Request Date set default to today. User can change


  • Company/Branch select the company and branch to issue the document.


  • Reference specify SO purchase requisition number (if applicable). Once entered, data from SO will be copied automatically.


In case the SO number is not found, it can be caused by many cases, for example, SO has been used to generate PR.


  • Partner specify partner name, can create partner if desired.


  • Description specify job description. to make it easier to come back to find documents in the future


  • Delivery Address choose the address you want to notify the partner to deliver the product.


💡 Nested Tip: Delivery Address can be added if needed.


  • Contact Name - Department user can select a department.

Updated on: 30/09/2022