General Tab of the Purchase Requisitions Form

Use the General tab to enter and edit the information that identifies a purchase requisition and the line items that make up a purchase requisition.

Contents

Fields

Field	Description
Requisition Number	This field displays the number that DPS assigns to the requisition.
Date	This field displays today's date. You can specify a different date for the requisition.
Requested By	This field displays your name. To specify a different requester, enter the name or use the Employee lookup.
Status	This field displays the purchase requisition's status. The possible settings are: Status Using an Approval Workflow Not Using an Approval Workflow Description In Progress The status is In Progress after you save a purchase requisition and before you submit it. The behavior is the same as when you use an approval workflow. When a purchase requisition is in progress, the next step is to submit it. While the status is In Progress, you can delete, submit, or print the purchase requisition. Submitted The status is Submitted: After you click Submit on the Purchase Requisitions form. While each of the steps in the approval process is waiting to be approved. After each step is approved except the last step. The Submit status is not used. When you use an approval workflow: Submitting a purchase requisition starts the approval process. When the status is Submitted, you can perform any of the approval actions on the toolbar or print the purchase requisition. Approved The status changes to Approved when all the steps of the approval process have been approved for a purchase requisition. You click Approvals > Approve on the Purchase Requisitions toolbar to approve each step. The status changes to Approved when you click Submit on the Purchase Requisitions form. When a purchase requisition has an Approved status, it: Can be printed and closed. Can be used to create a purchase order. Cannot be edited or deleted. Rejected The status changes to Rejected when you click Approvals > Reject on the Purchase Requisitions form for any step in the approval process. Based on the configured approval workflow for the Purchase Requisitions application, a rejected purchase requisition could be automatically: Canceled. The status remains Rejected and the State changes to Cancelled. Sent back to the employee who submitted it. The status is changed to In Progress. The status changes to Rejected when you click Reject on the Purchase Requisitions form. With a Rejected status, a purchase requisition: Can be edited by the person who created it or the buyers who are entered on the Buyer tab in Settings > Purchasing & Inventory > Company Settings with the Edit ALL PR check box selected. After a rejected purchase requisition is edited and saved, its status changes to In Progress, and it can be submitted again. Can be deleted or closed by the person who created it or by the buyers who can edit all purchase requisitions. When a purchase requisition has a Rejected status, it cannot be used to create a purchase order.
Closed	If this check box is selected, the requisition is closed. To close a requisition, click Close on the toolbar.
Currency Code	Select the currency to use for this purchase requisition. The list displays the currencies that are available for use in your company.
My Action Required	This field displays only in List View and only when an approval workflow is used for approving purchase requisitions. This field displays the next action that you must perform for the purchase requisition.
State	This field displays only when an approval workflow is used for approving purchase requisitions. This field displays the current state of the approval process for the purchase requisition based on the configured approval workflow for purchase requisitions. The following are the possible states: Start In Approval In Review Cancelled Completed
Step	This field displays only when an approval workflow is used for approving purchase requisitions. This field displays the current step (1, 2, 3, and so on) of the approval process, based on the steps that are set up for the purchase requisition approval workflow in Approval Workflows Settings. Step 0 is logged when a new purchase requisition is created but not yet submitted.

Items Grid

Add line items to a purchase requisition in the Items grid. Before you can send a requisition to an approver, it must have at least one line item in this grid.

Items Grid Toolbar

Field	Description
Drop-Down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
View Detail	Click a line item in the grid to select it, and then click this option to show more data about the item in the Purchase Requisition Line Detail dialog box. You can also use this dialog box to enter and edit data about the line item.
Insert	Click this option to add a new row in the grid.
Copy	Click the row to copy, then click this option to add a copy of the selected row to the grid.
Delete	Click the row to delete, then click this option to delete the selected row from the grid.

Items Grid Fields

Field	Description
Item	Use the Items lookup and select an item for the purchase requisition. The items listed on the lookup are set up in Settings > Purchasing & Inventory > Items Master. If you enter an item that is not already set up in Items Master configuration, and the Items check box is selected in the Automatic Add section of the General tab in Settings > Purchasing & Inventory > Company Settings, you receive a message that asks if you want to add the item. If you click Yes, the Items Master <New Item> dialog box opens. The new item that you add in the dialog box is added as a new item in Items Master configuration.
Description	This column displays the item's description that is entered for the item in Items Master configuration.
Category	This field displays the item's category that is entered for the item in Items Master configuration. You can change the category for the line item if the Modify Default Item Category check box is selected in the Miscellaneous section of the General tab in Settings > Purchasing & Inventory > Company Settings. This changes the category only for the line item in the purchase requisition, not the category that is set up for the item in Items Master configuration.
Qty	Enter the quantity of this item to request.
U/M	T his field displays the item's Unit of Measure. You can enter a unit of measure that is not on the U/M tab of Settings > Purchasing & Inventory > Company Settings. If this item is an inventory item, you must select from the Purchasing units of measure on the Inventory tab of either Settings > Purchasing & Inventory > Items Master or Settings > Purchasing & Inventory > General System.
Unit Price	This field displays the item's Last Price.
Total	This field displays the total cost for this item. If you use multiple currencies, the value of this field is displayed in the functional currency of the active (current) company.
Due Date	This field displays the due date, calculated as (Date + Request Days).
Document	Click the icon in this field to open the Supporting Document dialog box and upload and associate one or more documents with the purchase requisition line item. For example, you could upload and associate equipment specifications with a purchase requisition. To view previously uploaded and associated documents, click the icon in this field: An icon with a green check mark displays in this field if there are documents associated with the line item. An icon with a blue arrow displays in this field if there are no documents associated with the line item. If you use the DPS on-premises product, this field displays only if Transaction Document Management is configured. For more information about the configuration, see the Configuring Supporting Documents online help topic.
Inv	This check box is selected if the item is an inventory item (the Inventory Item check box is selected on the Inventory tab of the Items Master form in Settings > Purchasing & Inventory > Items Master.