My Purchase Requisitions workspace

Find this screen

Open: Purchase Orders > My Purchase Requisitions in the Self Service web app.

Open: Purchase Orders > Purchase Requisitions > My Purchase Requisitions in the Sage 200 desktop.

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My Purchase Requisitions (video)

How to

View your requisitions

You can see all your requisitions in the My Purchase Requisitions List.

• To view or amend a requisition, click its number in the Document No column.

• Select a requisition to see the Purchase Requisition Lines that it contains, and more information in the Requisition Detail panel.

  

• Select a line from the Purchase Requisition Lines to see more details in the Requisition Line panel.

  

  • Here you can see any comments added by the authoriser, such as why a requisition line was rejected.

• You can change the right-hand panel to show details of the Requisition Line or the Purchase Requisition Fulfilment Lines. These just show you how the items will be supplied; whether they're already available from existing stock, have to be ordered and who they're being ordered from.

  

• To check the Status of the requisition:

  • The Status column for the requisition shows whether its Submitted and Draft.

  • The Authorisation Status and Rejection Status columns for the requisition show if lines in the requisition have been authorised or rejected.

  • The Status column for the requisition line shows if requisition lines are Authorised or Rejected. Lines with a Submitted status have not yet been authorised or rejected.

Amend a requisition

You can amend a requisition that has been saved as a Draft, but not requisitions which are Submitted.

1. Select the requisition number in the Document No column.

   The requisition is displayed.

2. Make any changes to the requisition.

   • To amend a line, select the Item Name from the list, then change the details and click Update.
   • To remove a line from a requisition, click Remove .
   • If you change the Combined Budget, it will only apply to this line in the requisition.

Delete a requisition

You can delete a requisition that has been saved as a Draft, but not requisitions which are Submitted.

• To delete a draft requisition, tick the box to select the requisition, then select Delete.

Deal with rejected requisition lines

If a requisition line was rejected, the authoriser can include a comment to explain why.

1. Select the requisition to see the requisition lines.

2. Select the requisition line that was rejected.

3. In the Requisition Line panel, check the Comment from the authoriser.

You cannot edit and resubmit a requisition line that has been rejected. If your authoriser has told you to change some details of the requisition line, then you must enter this as a new requisition.

Find a requisition or a line

To help find a requisition or line:

• Sort the items in the list by clicking on the column heading.

• Use the filter at the top of each column to show items containing that text.

  For example, if you have a budget called "Energy", type "Ene" in the filter for the Combined Budget column.

• If you regularly need to filter the lists, you can create a reusable filter.

Check the status of requisitions and lines

Check if a requisition is submitted

• The Status column in the My Purchase Requisition List shows which requisitions are Submitted and Draft.

Check if a requisition line is authorised or rejected

• The Authorisation Status and Rejection Status columns in the My Purchase Requisition List show if any lines in that requisition have been authorised or rejected.

  For example, the authorisation status shows None if no lines have been authorised yet, Part if some lines are authorised, and Full if all lines are authorised.

• The Status column in the Purchase Requisition Lines list shows if a particular line has been Authorised or Rejected. Lines with a Submitted status have not yet been authorised or rejected.

Check whether a requisition line has been ordered

• Select the requisition line, then change the right-hand panel to show the Purchase Requisition Fulfilment Lines.

• Check the Fulfilment Type:
  • POPOrder - the item has been ordered. The Reference column shows the order number.
  • Stock - the item will come from your existing stock.
  • Unable to fulfil - the item will not be ordered.
  • Cancelled - the order has been cancelled, so the item will not be ordered.

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Useful info

How is the requisition processed?

• The requester (the person who wants the items or services) enters a purchase requisition. They can submit the requisition if it is ready for authorisation, or save it as a draft if they need to come back and make changes.

  • The requester only needs to enter basic information, such as a description and quantity. If they know more details, they can include information such as the price, stock item code (if you're using stock items), supplier, budget, or warehouse. They can also include a comment to be read by the authoriser and purchaser.

  • Additional details required for the purchase order can be added later by the purchaser, when they generate the order.

• The authoriser checks each individual line (item) from a requisition, and can approve or reject the line. The authoriser can also generate purchase orders for items.

  • The authoriser might be a line managerdepartment head, and/or the owner of the budget. The people who can authorise the requisition line will depend on authorisation rules. The authorisation rules control who can authorise the purchase requisition lines submitted by a particular person or for a particular budget.

    In schools, requisitions are typically entered against a budget, and the authoriser will be the budget owner, typically a head of department.

  • If the authoriser rejects the requisition line, they can include a comment for the requester to explain the reason.
  • The authoriser can generate purchase orders at the same time, provided that the requisition line details are complete and can be used to generate an order.
  • The authoriser can also add or amend lines in submitted requisitions (if you enable this option in POP Settings).

• The purchaser checks all the approved requisition lines, completes and corrects any missing details, and then generates purchase orders for the requisition lines.

  • The purchaser may be someone who works in a purchasing role, such as the school administrator, they could be the same person as the authoriser.
  • The purchaser will need to complete any missing details in the requisition line, such as choosing a supplier, or selecting a stock item instead of a free text description. (Sage 200 desktop only)
  • The purchaser chooses how to fulfil the requisition line; for example, items may be need to be ordered, taken from existing stock, or ordered from multiple suppliers. (Sage 200 desktop only)
  • If there are multiple requisition lines for the same item, these are combined into a single purchase order from the same supplier.

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Questions