Purchase requisition settings
Open: Settings > Purchase Orders > 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.
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.
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.
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 in Sage BMS Online Services, but they will require different licences depending on their role.
Self Service web app and desktop app users
- Anyone that will enter or authorise requisitions using the Self Service web app must have a Web user licence.
- To assign Web User access to a user, see Assign access to the Self Service web app.
- Anyone that will convert requisitions to purchase must have a App user licence, so they can access the Sage 200cloud desktop application.
For more information, see Manage users and access rights.
To set user access for purchase requisition features:
Open: Settings > Organisational and Financial > User Access.
- Find Purchase Orders > Purchase Requisitions and then select the appropriate features for the user.
|To access||Enable feature|
Enter Purchase Requisitions (workspace)
My Purchase Requisitions (workspace)
|Purchase Order Processing > Basic > Generate Purchase Requisitions|
Purchase Requisition Authorisation (workspace)
My Authorised Purchase Requisitions (workspace)
Purchase Order Processing > Basic > Purchase Requisition Authorisation
Note: You must enable this feature for anyone that you want to include as an authoriser before you set up the requisition rules.
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|
|POP Requisition Rules||Purchase Order Processing > Basic > 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|
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.
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.
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.
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.
In schools, requisitions are typically entered against a budget, and the authoriser will be the budget owner.
If you're a maintained school, your budgets are usually allocated at CFR code level. You might set up combined nominal budgets to group the nominal accounts by CFR categories, to help you track that you've allocated your budget correctly.
If you're an academy, your budgets might be allocated at a department level. You could then set up a combined budget for all expense nominal accounts with the same department code.
Each department has a budget for their own resources. Each head of department is responsible for their resources budget. Each Head of Department then checks their budget before authorising the purchase of any resources requested by their staff. To do this you:
- Set individual nominal account budgets for each resource nominal account.
- Create a combined nominal budget for all the resource nominal accounts per department.
- Set the head of department as the budget owner.
- SetBudget Owner as the authoriser for any purchase requisitions made against this budget.
|Budget Name||Nominal account||Budget Amount||Allocated Amount||Unallocated amount|
|71927 ACE MUS||10000|
|71927 BIG MUS||5000|
|71927 EFA MUS||1000|
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.
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
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: Settings > Organisational and Financial > User Access.
- Select the user from the Users list.
- Select the API tab.
- Enable Allow notifications.
- Enter the user's email address to be used for email notifications.