APPLY PO INFO TO PURCHASE REQUISITIONS BY LINE

Buyers and other purchasing personnel can use this screen to provide the additional information required for processing requisition lines into purchase order lines. Buyers can also reject requisitions in the Hdr Approvals or Line Approvals subtasks. You can modify information previously assigned to the requisition or requisition lines on this screen, and you can link requisition lines to request for quotes (RFQs) and quotes obtained for the specified requisitioned item.

Select the requisition lines to processed on this screen by buyer or approval status. Use to select and sort requisition lines by item, description, or commodity code. Most of the fields on the Manage Purchase Requisitions screen are also on this screen. You cannot add or delete requisition lines on this screen, but you can process them as they exist on the Manage Purchase Requisitions screen.

Purchasing personnel can use this screen to modify a requisition line.

After you select a Buyer and make selection in the Select Status group box, click on the toolbar to process your preferences and display the results in the table window.

Location

Buyer

Use this field to enter, or click to select, a buyer to which the requisition lines to load are assigned. The table window lists all requisition lines assigned to that buyer.

Select Status

Use this group box to select the approval status for requisition lines you want to load. The table window lists all requisition lines that have the selected status. If you do not select any of the check boxes, all requisition lines assigned to the selected Buyer are loaded into the table window.

Approved

Select this check box to list requisition lines with an approval status of Approved in the table window.

In-Approval

Select this check box to list requisition lines with an approval status of In-approval in the table window.

Pending

Select this check box to list requisition lines with an approval status of Pending in the table window.

Assign PO Defaults

Assign PO Option

Use this drop-down list to specify how Costpoint assigns PO IDs to requisition lines on this screen or during the PO generation process. This field is enabled only if you selected the System or Buyer option in the PO Numbering Method group box in the Configure Purchasing Settings screen, and disabled if you selected the Manual option. The following options are available:

• Manual - Select this option to manually assign the default PO number for each line on the Requisition Lines table window.

• Assign Now - Select this option to allow Costpoint to assign the default PO number for each line on the Requisition Lines table window.

• Assign in PO Creation - Select this option to assign the PO number when the PO is created using the Create Purchase Orders screen.

Vendor

Enter, or click to select, the default vendor ID for each requisition line on the Requisition Lines table window.

If you leave this field blank and click on the Requisition Lines table window, this vendor ID from the requisition line populates each requisition line. If you did not enter a preferred vendor for each requisition line, you can enter a vendor specifically for each requisition line.

The vendor must not be flagged as a payroll vendor, and its Approval Code must not be Not Approved. If the vendor has an Approval Code of Pending, a warning message displays.

Address

Enter, or use to select, the default address that loads for all assigned purchase order lines when you click the Autoload button. The address may default into this field if you entered a vendor address in the Header tab, but can be modified. This field can also be left blank, and, when you click on the toolbar, the default address for the preferred vendor defaults in for each requisition line. If you did not enter a preferred vendor for each requisition line, you can enter an address specifically for each requisition line.

PO

Enter, or click to select, the default purchase order number that is to load for all assigned purchase order lines when you click the Autoload button. The purchase order number may default into this field if a purchase order number was entered in the Header tab, but it is modifiable.

Release

Enter, or click to select, the release number if this requisition line is for a blanket order that is to have issues released against it, or leave it blank (zero) to have Costpoint create a new release. This field is not required for non-blanket order lines. The release number must be zero if the PO Type is not Release Order and greater than zero if PO Type is Release Order.

Subtask

Table Window

This table window lists all requisition lines based on your selections in the Buyer field and Select Status group box.

Requisition

This field displays the requisition ID to which this requisition line belongs.

Req Line

This field displays the system identifier of a line on the requisition. It is a sequential number assigned by Costpoint to track the line items of the requisition.

Line Status

This field displays the approval status of this requisition line. You can update this field depending on the stage of the requisition in the procurement planning process. If approvals are performed at the line level, the line status of a requisition may not always agree with the header status.

Pending and in-approval requisition lines may coexist in this table window, if approvals are performed at the line level. The available options are:

• Approved - This status indicates that this requisition line was approved, and can be processed into a purchase order in the Requisition Processing screen. You cannot modify requisitions with this status on this screen.

• Pending - This status indicates that this requisition line is being modified by the requisitioner. This status persists until the requisitioner submits the requisition for approval, or freezes it from further modifications if no approvals are required.

• In-Approval - This status indicates that this requisition line was submitted for approval and is in process. You cannot modify requisitions with this status, but you can void them.

• Rejected - This status indicates that this requisition line was rejected during the approval process (or by a buyer in the Requisition Processing screen). It can be corrected and submitted for approval again.

• Closed - This status indicates that this requisition line was closed by an authorized user. No further processing occurs.

• Void - This status indicates that this requisition line was voided. No further processing occurs.

Line Type

This field displays the line type of P (Part), G (Good), S (Service), or M (Miscellaneous) for the item specified.

Item

This field displays the identification code of the requisitioned item. You can use this field to enter, or click to select, a different item ID.

Item Rev

This field displays the latest revision number of the requisitioned item. You can use this field to enter, or click to select, a different item revision number.

Misc Type

This field displays the miscellaneous type code of the requisitioned item. You can use this field to enter, or click to select, a different miscellaneous type code.

Description

This field displays the descriptive name of the requisitioned item.

Part Security

This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item on the requisition line is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).

If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item:

• Unrestricted- The item is not subject to data security restrictions.

• Restricted- The item is subject to data security restrictions and that you are authorized to access detailed part information.

• ***UNAUTHORIZED***- The item is subject to data security restrictions and that you are not authorized to access or view part information. This value is displayed in red background color.

If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit requisition lines for that restricted part/revision. In addition, you will not be able to view Line Documents, Substitute Parts, and Manufacturer/Vendor part information for those restricted items.

Requested  Date

This field displays the date on which the requisitioner need the requisitioned item.

Req U/M

This field displays the unit of measure for this requisition line.

Quantity

This field displays the quantity to be requisitioned in the requisition unit of measure.

Inv Abbrev

This field displays the inventory abbreviation code assigned to this requisition line. You can use this field to enter, or click to select, a different inventory abbreviation code.

Taxable

Select this check box if sales tax or VAT is to be calculated for this requisition line item. The default is taxable for all, non-taxable for all, or it defaults from the item's (or Misc Type code's) taxable status. Any default can be modified as necessary.

Ship ID

This field displays the ship ID assigned to this requisition line. You can use this field to enter, or click to select, a different ship ID. This is a required field for parts, goods, and taxable items.

Sales Tax/VAT Rate

This field displays the sales tax/VAT rate for the sales tax/VAT code that is assigned to the ship ID.

Est Cost Type

This field displays the estimated cost type code assigned to this requisition line. You can use this field to enter, or click to select, a different cost type code.

Est Unit Cost Amt

This field displays the estimated unit cost for the requisitioned item. You can use this field to enter a different amount.

Est Ext Cost Amt

This field displays the estimated extended cost amount (calculated as Est Unit Cost Amt x Quantity) for the requisitioned item.

Est Line Charge Amt

This field displays the total estimated line charge amount for this requisition line.

Est Sales Tax/VAT Amt

This field displays the total estimated sales tax amount for this requisition line.

Total Est Cost Amt

This field displays the total estimated cost amount for this requisition line.

Trans Currency

This field displays the transaction currency code assigned to this requisition line. All amounts on this screen are expressed in this currency.

Requisition Date

This field displays the date on which the requisition was created.

Date Entered

This field displays the date on which this requisition line was created.

Date Approved

This field displays the date on which this requisition line was approved.

Combine Reqs

Select this check box to indicate that this requisition line can be combined with other requisition lines that have the same vendor and buyer on a purchase order.

Requisitioner

This field displays the employee ID of the requisitioner.

Requisitioner Name

This field displays the employee name of the requisitioner.

Requisitioner Org

This field displays the organization ID to which the requisitioner belongs.

Requisitioner Phone

This field displays the telephone number of the requisitioner.

Requisitioner Phone Ext

This field displays the telephone extension number of the requisitioner.

Buyer

This field displays the identification code of the buyer assigned to this requisition line. You can modify this field only when it is blank.

Assignment Date

This field displays the date on which this requisition was assigned to the buyer. This field is populated by default with the current date if a buyer was assigned manually.

Delivery Schedule Exists

If selected, this check box indicates that there are multiple delivery schedules that exist for the PO line. This check box is cleared and disabled for new lines.

Combine into Delivery Schedule

If selected, this check box indicates that the requisitions are to be combined in a delivery schedule.

Target Place Date

This field displays the target place date for this requisition line. You can modify this field only when it is blank.

Preferred Vendor

This field displays the identification code of the preferred vendor for this requisition line. For requisition lines created in Apply PO Info to Purchase Requisitions, this field can be edited; this cannot be edited if the requisition line is created in Manage Purchase Requisitions. The vendor must not be a payroll vendor and its approval code must not be Not Approved. If the vendor has an approval code of Pending, a warning displays. You cannot select a different vendor ID if a vendor has already been established for this requisition line.

Preferred Vendor Name

This field displays the descriptive name of the Preferred Vendor.

Vendor Part

This field displays the vendor part number of the requisitioned item. You can modify this field only when it is blank.

Vend Rev

This field displays the vendor part revision number of the requisitioned item. You can modify this field only when it is blank.

Manufacturer

This field displays the identification code of the requisitioned item's manufacturer. You can modify this field only when it is blank.

Manufacturer Part

This field displays the manufacturer part number of the requisitioned item. You can modify this field only when it is blank.

Mfg Rev

This field displays the manufacturer part revision number of the requisitioned item. You can modify this field only when it is blank.

Preferred Quote

This field displays the preferred quote for this requisition line. You can modify this field only when it is blank.

If you select an open, unexpired award quote using , the requisition line's Est Net Unit Cost is populated with the Net Unit Cost for the selected breakpoint quantity as it appears for the quoted item. The Preferred Vendor field is also populated from the quote header, as are the manufacturer, manufacturer part/revision, and vendor part/revision from the quote line. These fields are modifiable.

Suggested Blanket PO

This field displays the suggested blanket purchase order ID assigned to this requisition line. You can modify this field only when it is blank.

Procurement Type

This field displays the procurement type for this requisition line. Procurement types serve two purposes: you can use them to categorize requisition lines and to instruct buyers on how many quotes should be obtained before the requisition line is generated into a purchase order. You can modify this field only when it is blank.

The following system-defined status values are non-modifiable:

• Approved - This indicates that this requisition line is approved and can be processed into a purchase order.

• Rejected - This indicates that this requisition line was rejected during the approval process, and can be corrected and submitted for approval again.

• PO Generated - This indicates that a purchase order has been generated from this requisition line and therefore it cannot be modified.

• Closed - This indicates that this requisition line was closed by an authorized user, and no further processing occurs.

Assign PO Option

Use this drop-down list to specify how Costpoint assigns PO IDs to requisition lines on this screen or during the PO generation process. This field is enabled only if you selected the System or Buyer option in the PO Numbering Method group box in the Configure Purchasing Settings screen, and disabled if you selected the Manual option. The following options are available:

• Manual - Select this option to manually assign the default PO number for each line on the Requisition Lines table window.

• Assign Now - Select this option to allow Costpoint to assign the default PO number for each line on the Requisition Lines table window.

• Assign in PO Creation - Select this option to assign the PO number when the PO is created using the Create Purchase Orders screen.

QC Inspection Required

Select this check box to require a QC inspection for this requisition line.

Source Inspection Required

Select this check box to require a source inspection for this requisition line.

Certificate of Conformance Reqd

Select this check box to require a certificate of conformance for this requisition line.

Warehouse

Use this field to enter, or click to select, a warehouse ID for this requisition line. This field is hidden if you do not have Costpoint Inventory.

Ship Via

Enter the shipping method for the requisitioned item.

Deliver To

Enter the delivery destination for the requisitioned item.

Drop Ship

Select this check box to create requisitions for drop shipment items.

Overshipments Allowed

Select this check box to allow overshipments for this requisition line.

Receipt Tolerance

This field displays the overship tolerance percentage for this requisition line.

Approval Process

This field displays the approval process code for this requisition line. If you enter an Order Reference in for this requisition line and you selected Global in the Process Assignments group box on the Configure Purchase Requisition Settings screen, the selected approval process in the Process Assignments group box is loaded into this field.

This field displays if the approval level on the Configure Purchase Requisition Settings screen is Requisition Line, which means that approvals are performed for each requisition line.

Commodity

This field displays the commodity code of the requisitioned item. You can modify this field only when it is blank.

Operation

Enter, or click to select, the operation code associated with the manufacturing order for this requisition. If there is a subcontract for the manufacturing order, this field displays S.

Planner

Enter, or click to select, the identification code of the planner assigned to this requisition line.

Industry Class

Enter, or click to select, the industry classification code for this requisition line.

NAICS Code

Enter, or click to select, the NAICS code for the item or miscellaneous charge for this requisition line. If you change an item or a miscellaneous charge on the requisition line, Costpoint loads a new NAICS code associated with the new entries.

BOM Configuration

Enter, or click to select, the bills of material (BOM) needed to determine requirements for a specific configuration for this requisition line.

NSN

Enter the national stock number (NSN) for this requisition line.

Mil-Spec

Enter the military specification number for this requisition line.

Order Reference

This field displays the order reference number for this requisition line. You can modify this field only when Costpoint did not automatically load the value.

Depending on the approval settings in the Processes Assignments group box in the Configure Purchase Requisitions Settings screen, you may be required to enter an Approval Process code. If the process assignment is Global, the Approval Process field in this table window automatically populates with the default value from the Configure Purchase Requisition Setting screen.

Order Ref Type

This field displays the order reference type (such as sales order or manufacturing order) for this requisition line.

Req Rev

This field displays the revision number of the requisition.

Line Rev

This field displays the revision number of this requisition line.

Header Notes

Enter additional information about the requisition at the header level.

Line Notes

Enter additional information about this requisition line.

Internal Notes

This field displays additional information about this requisition line as entered by the requisitioner.

Resource Exists

This is always disabled and will be selected if the user enters one or more rows in the Resources subtask for the requisition line.

Subcontractor Agreement

If this is selected, requisition lines can only be generated into a PO of type Subcontractor Agreement, Subcontractor Agreement Blanket, or Subcontractor Agreement Release.

If the requisition is specified as a Subcontractor Agreement, the buyer has to be authorized to enter a PO type of Subcontractor Agreement, Subcontractor Agreement Blanket, or Subcontractor Agreement Release.

US Citizenship Reqd

If selected, this check box indicates that the associated resource requires US citizenship.

ITAR Authorization Reqd

If selected, this check box indicates that the resource must be authorized for International Traffic in Arms Regulations (ITAR) restricted items.

Security Clearance System ID

This field displays the security clearance required for the resources associated with the requisition line.

Security Clearance Description

This field displays the description of the security clearance that the resource associated with the requisition needs to have.

Security Clearance Level

This field displays the level of the security clearance that the resource associated with the requisition needs to have.

SCI

If selected, this check box indicates that the the resource associated with the purchase order line has been cleared for sensitive compartmented information (SCI).

SAP

If selected, this check box indicates that the security clearance that the resource associated with the purchase order line has to be cleared for special access program (SAP).

Issuing Agency

This field displays the name of the agency that issued the security clearance.

Apply Exch Rate

Click this button to apply the exchange rate specified in the Exchange Rates subtask.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • QT_LN

  • RFQ_HDR

  • RFQ_LN

  • RQ_DOCUMENT

  • RQ_HDR

  • RQ_HDR_APPRVL

  • RQ_HDR_TEXT

  • RQ_LN

  • RQ_LN_ACCT

  • RQ_LN_APPRVL

  • RQ_LN_CHG

  • RQ_LN_DOCUMENT

  • RQ_LN_QUOTES

  • RQ_LN_TEXT

• FAQs

  What are the benefits of using this application as opposed to the Enter Purchase Requisitions screen?

  You should use this screen as opposed to the Manage Purchase Requisitions application if you need to enter a basic requisition with quickness and ease.

  This application only displays the core elements essential for entering a requisition; in addition, this application allows you to print a requisition once it has been saved.

  What is the best method by which to create a requisition on this screen?

  The best method by which to create a requisition on this screen are as follows:

  1. Enter, or click to select, a requisition type. You may also choose not to enter data in this field in order to have the default requisition type load. Next, click the Load Req Type Defaults button. Default data, previously defined on the Manage Purchase Requisition Types screen, will automatically display in the appropriate fields. If your Costpoint validation frequency is set to Field, requisition type defaults will load automatically after you press the TAB key to exit the Requisition Type field. Unlike most Costpoint screens, you are not required to select the New Record icon if you are entering merely one requisition on this screen; however, if you want to enter more than one requisition, you must use the New Record icon from the header screen to enter additional requisitions.

  2. Next, use the TAB key to access all other fields in the requisition header, adding relevant data as appropriate. Based on the setup you established on the Manage Purchase Requisition Types screen, you may or may not be able to edit the data.

  3. To add a line to the requisition, select the Requested Items (Add/View) subtask.

  4. In the Requested Items subtask, you may enter specific information, such as the item to be purchased, a description of the requisition item, the quantity, cost, and delivery information.

  5. To enter additional lines to the requisition, you must click .

  6. Next, you may open the Charge Numbers subtask, if you want to link the line to charge numbers which are different than what is specified in the requisition header.

  7. You may or may not be able to change or add multiple charge lines for a requisition line, depending on the requisition type. You must click to enter additional charge number lines.

  8. Before saving the record, if you are satisfied with the data entered in the requisition and want the requisition submitted for approval (or made available to a buyer if no approval is required), select the Submit for Approval check box. Once the saved requisition is submitted for approval, you will no longer be able to edit that requisition, unless it is rejected. If you do not submit it for approval, you can save the requisition, but will still be able to edit it.

  9. Saving the requisition is the final step necessary in order to preserve the data you enter on this screen. After you have entered the requisition and charge number information, you must click to store the record data. If you click the Save icon when working on a new requisition, the existing requisition will be cleared from the screen after a successful save. If you want to keep the requisition on the screen after you save it, select the Save Continue icon. In addition, you must have the saved requisition on the screen in order to print the requisition from this application.

  Can I print requisitions on this screen?

  You can click the Print icon to send the output to a printer. By printing the requisition, you can review its content for accuracy or generate a hard copy of the requisition for reference or approval purposes. Only saved requisitions can be printed. If you make changes to an existing requisition, you must save the changes before printing, as only saved changes will be printed.

  The Print Options icon is also available on this screen. Generally, this feature allows you to generate and print reports, save reports to a file, download reports, archive reports, and e-mail reports. In order to use this feature properly, you must first establish entries on the Manage System Printers screen.

  What is the purpose of the Lookup icon?

  You can click the to display the available values for a specific field. Validated Lookups provide a convenient way for you to select data from a system-provided list of eligible and valid options.

  Data fields associated with the Lookup will also be populated when you select a row from a Lookup. For instance, if you select the project ID from the Lookup, its associated description usually displays in the adjacent, non-editable field.

  How can I make changes or corrections to an existing requisition?

  If you need to make changes or corrections to the existing requisition, you can retrieve it by using and entering the selection criteria.