Set up purchase requisitions

Purchase requisition settings

This feature is only available from Sage 200cloud Professional Winter 2018 version onwards.

Open: Purchase Order Processing > POP Utilities > System Set Up > POP Settings | Requisitions.

Use these settings to control:

  • Whether supplier and nominal accounts are required when you enter a purchase requisition.
  • Whether authorisers can amend purchase requisitions submitted by other people.

Require supplier accounts

  • If all your purchase requisitions must have a valid supplier account, then enable Purchase requisition requires a valid Supplier account.

    When you set this option, a purchase requisition cannot be submitted for authorisation until a supplier has been selected.

  • If you want it to be optional to specify a supplier account when you enter purchase requisitions, don't select this option.

Require nominal accounts

  • If all your purchase requisitions must have a valid nominal account, then enable Purchase requisition requires a valid Nominal account.

    When you set this option, a purchase requisition cannot be submitted for authorisation until a nominal account has been selected.

  • If you want it to be optional to specify a nominal account when you enter purchase requisitions, don't select this option.

Restrict nominal accounts to the budget

If you use combined nominal budgets, you can restrict the nominal account list so that you can only choose accounts that are in the selected budget. This means you can't accidentally select a nominal account that isn't related to the combined nominal budget.

  • To restrict nominal accounts to the combined nominal budget, enable Nominal account is included in the chosen Combined Nominal Budget.

    Note: To set this option, you must first select Purchase requisition requires a valid Nominal account.

  • If you want to select nominal accounts that aren't in the combined budget, don't select this option.

Allow authorisers to amend requisitions

Use this option if you want authorisers to be able to amend purchase requisitions and submit them. Using this option should be taken with care, as an authoriser could edit a purchase requisition and then authorise it themselves.

  • To allow authorisers to amend purchase requisitions, enable Purchase requisitions can be amended by their authoriser.

    The authoriser will be able to add or amend lines in the requisition.

  • If you don't want to allow authorisers to amend purchase requisitions, don't select this option. The authoriser will only be able to view, authorise or reject the requisition.
  • For security, you can check what changes were made to the requisition in the audit log. See Audit log.

Generate orders from requisitions

If you want to generate orders from purchase requisitions, then you will need to use automatically generated numbers for orders and returns. Otherwise you will not be able to open the screen Generate purchase orders from requisitions.

Open: Purchase Order Processing > POP Utilities > System Set Up > POP Settings.

  • On the Document Numbering tab, enable Automatically generate order and return numbers.

Set up user access

How you set up user access for purchase requisitions will depend on what the person will need to do. Everyone using purchase requisitions must still be set up as a user, but they will require different licences depending on their role.

Web and app users

  • Anyone that will enter or authorise requisitions using the Self Service web app must have a Web user licence.
  • Anyone that will convert requisitions to purchase must have a App user licence, so they can access the Sage 200cloud application.

For more information, see Users.

Set user access to purchase requisition features

To set user access for purchase requisition features:

Open: System Administration > Roles.

  1. Right-click the Role Name and choose Features.
  2. Select the features you want to authorise for the role.
To access Enable feature

Enter Purchase Requisitions (workspace)

My Purchase Requisitions (workspace)

Workspaces > Generate Purchase Requisitions

Purchase Requisition Authorisation (workspace)

My Authorised Purchase Requisitions (workspace)

Workspaces > Purchase Requisition Authorisation Workspace
Authorise (Purchase Requisition Authorisation workspace) Purchase Order Processing > Basic > Authorise Requisitions
Authorise and Generate Orders (Purchase Requisition Authorisation workspace) Purchase Order Processing > Basic > Authorise and Generate Orders From Requisitions
Generate Purchase Orders from Requisitions Purchase Order Processing > Basic > Convert Requisitions to Orders
Maintain Purchase Requisition Rules Purchase Order Processing > Administration > POP Requisition Rules
Authorisation Out Of Office Purchase Order Processing > Administration > Authorisation Out Of Office
Maintain Alternative Authorisers Purchase Order Processing > Administration > POP Alternative Authorisers
Super Authoriser permissions Purchase Order Processing > Administration > Purchase Order Super Authoriser Permission

Set up authorisation

Set up authorisation rules

Use authorisation rules to control who can authorise purchase requisitions submitted by a particular person or for a particular budget.

  • A rule is based on the person who requested the order (the requester).
  • A rule specifies which people can authorise the requisition, which could be a budget owner.

See Purchase requisition authorisation rules.

Note: You can also choose whether an authoriser can also amend purchase requisitions that they authorise. See Allow authorisers to amend requisitions.

Set up alternative authorisers

Use Alternative authorisers to allow another Sage 200cloud user to authorise requisitions on behalf of your usual authoriser. You can set this up when your usual authoriser is away or on holiday.

You can choose whether to allow your usual authorisers to set their own alternatives.

See Alternative authorisers for purchase orders and requisitions.

Set up a Super Authoriser

Set up a Super Authoriser if you want to allow a single Sage 200cloud user to authorise all your purchase requisitions, regardless of the authorisation rules.

See Set up a Super Authoriser.

Set up budgets

If you want to budget holders to check and authorise any requisitions set against their budgets, you will need to set upcombined nominal budgets and set budget owners. You can set up your authorisation rules so that a Budget Owner can authorise the requisitions submitted against their budget.

You can also restrict the nominal accounts available when you enter a requisition, so that you can only choose accounts that are in the selected combined nominal budget. This means you can't accidentally select a nominal account that isn't related to the combined nominal budget. To do this, see Restrict nominal accounts to the budget. This feature is only available from Sage 200cloud Professional Winter 2018 version onwards.

How this works
  • When a member of staff requests something they choose which combined budget the cost comes from.
  • Once a budget is selected, they can only choose a nominal account that's included in the combined budget. This helps you make sure requisitions and their subsequent orders are posted to the correct nominal accounts.
  • You can set up Sage 200cloud so the Budget Owner has to authorise all requisitions placed against any of their budgets.

See Enter or amend a combined nominal budget.

Set up stock items

If you're using stock and want people to be able to choose an existing a stock item when entering a requisition, then make sure you have created a record for the item in Stock Control.

Tip: If you have items which are general supplies that you don't want to count (in stocktaking) or include in stock transactions, then you can set these up as stock items with a Miscellaneous product type. See Product groups.

Purchase requisition email notifications

This feature is only available from Sage 200cloud Professional Summer 2019 version onwards.

To use this feature, you'll need to use Microsoft Power Automate with an Microsoft 365 subscription.

The purchase requisitions flow automatically sends emails to people to notify them during the authorisation process.

  • Authorisers will receive email notifications when they have new purchase requisitions that require authorisation.
  • The person who submitted the purchase requisition will receive an email notification when it is authorised or rejected.

This flow will run once per day and will send email notifications emails at 4pm (16:00), but you can configure the flow to change this frequency and timing.

Note: If you use multiple companies, the flow must be set up for each company.

Set up email notifications

  • To receive notifications, you must set up the purchase requisitions flow for email notifications.

    To set up the flow for email notifications, see Set up Microsoft Power Automate with Sage 200cloud.

  • Once you've set up the flow, enable notifications for each user:

    Open: System Administration.

    1. Select Users.
    2. For each user, double click the user's System name name, or right-click the user and choose Properties.
    3. Enable Receive Notifications by Email.
    4. Move to the Details tab, then enter the user's Email address to receive notifications.