Maconomy Workspace Client Help

Requisitions Tab

This section includes the fields and descriptions for the Requisitions tab.

Requisition Island

Field Description
Requisition No. In this field you can enter a requisition number. If you do not enter a number, Maconomy will automatically insert a number from the “Requisition Numbers” number series. The number cannot be changed here, once the requisition has been created.
Purchase Process Header This field shows the name and number of the purchase process of which the current requisition is part.
Our Ref. In this field, enter the name of the reference person on the requisition. The name is printed on the requisition. This makes it possible for the purchase responsible to know whom to contact with matters concerning the requisition. Maconomy suggests the employee assigned to the user who created the requisition if an employee number has been specified for this user in the window Users. However, if you specify a vendor in the island Suggested Vendor, the field is overwritten by any value specified in the field “Our Ref.” on the information card of the vendor in question.
Requisitioner In this field, you can enter the number of the employee who requisitioned the items on the current requisition. Maconomy suggests the employee assigned to the user who created the requisition if an employee number has been specified for this user in the window Users. This field also shows the name of the specified requisitioner employee.
Purchaser In this field, you can enter the number of the employee who is responsible for purchasing the items on the current requisition. This field also shows the name of the specified purchase employee.
Time Unit In this field, you can specify the time unit. You can specify hours or days.

If you specify a vendor, this field copies the value from the specified vendor's information. However, you can change the value up until a requisition line is created.

Create Request for Quote/Purchase Order Island

Field Description
Vendor In this field, you can enter a vendor number to be used on the next request for quote or purchase order created from the current requisition using the actions “Create Request for Quote” and “Create Purchase Order.” When you select one of these actions, the request for quote or purchase order created will be assigned the specified vendor number. If you want to create several requests for quote or purchase orders from the requisition, you can change the vendor number and select the relevant action any number of times. If you do not enter a vendor number in this field, but a vendor has been specified in the island Suggested Vendor, the requests for quote or purchase orders are assigned to the suggested vendor instead.

Please note that changes made to a requisition after the creation of requests for quote or purchase orders do not cause the assigned requests for quote or purchase orders to be updated accordingly. To update all requests for quote and purchase orders assigned to a requisition, select the action “Restore Requests for Quote.”

This field also shows the name of the specified vendor.

Currency In this field, you can specify the currency to be used on the next request for quote or purchase order created using the actions “Create Request for Quote” and “Create Purchase Order.” The currency is transferred to the field “Currency” in the card part of the request for quote or purchase order. If you specify a vendor in either of the islands Create Request for Quote/Purchase Order or Suggested Vendor, Maconomy transfers the currency of the vendor in question to this field. If you specify a vendor in both islands, the currency of the vendor in the island Create Request for Quote/Purchase Order is transferred, overwriting any manually specified value.
Deadline for Quote In this field, you can specify a deadline to be used on the next request for quote created using the action “Create Request for Quote.” The date is transferred to the field “Deadline” in the card part of the request for quote.

Job Island

Field Description
Job In this field, you can specify a job if the requisition concerns a job.

The job number can either be entered manually in this window or automatically by Maconomy if the requisition was created using the action “Create Requisition” in the window Job Budgets in the Job Cost module.

If a job number has been specified in this field, it will automatically be suggested on the requisition lines created in the table part.

If the system parameter “Allow purchase order for multiple jobs” has not been marked, the lines in the table part can only be assigned to the job specified in this field, and if this field is left blank, you cannot assign the requisition lines to a job. If the parameter has been marked, you can enter different job numbers on the requisition lines.

If the system parameter has been marked, changing the job number in this field will not influence existing requisition lines. However, if the parameter has not been marked, the job number in this field must match the field “Job No.” in the table part of this window.

This field also shows the name of the specified job. The name is retrieved automatically from the Job Information Card window.

Customer This field shows the number of the customer assigned to the job specified in the field “Job No.” above, if any. This field also shows the name of the specified customer.

Company Island

Field Description
Company In this field, you can enter the number of the company responsible for the requisition. If you do not enter a value manually, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations in the G/L module. If no value can be derived, the standard value is transferred from the window System Information in the Set-Up module.

See the section “Multiple Companies” in the “Introduction to the G/L Module” module and the window Intercompany Accounts in the G/L module for a further description of the concept of responsible companies and intercompany balances.

This field also shows the name of the specified company.

Copying Island

Field Description
Requisition When creating a requisition, you can specify the number of an existing requisition in this field. If you do so, the new requisition will be a copy of the specified requisition, causing all fields on the new requisition to be completed with the values from the requisition in question. However, fields in which you have manually specified values are not overwritten by copied values. In the table part, the lines from the requisition in question are also copied to the new requisition.

If you also mark the field “Copy Requests for Quote” below, Maconomy also creates a copy of each request for quote assigned to the requisition being copied, and assigns the copies to the new requisition.

Copy Requests for Quote If you complete the field “Requisition” above when creating a requisition, you can specify in this field whether Maconomy should not only copy the specified requisition but also any requests for quote assigned to the requisition being copied. For further information, see the description of the field “Requisition” above.

Purchase Process Access Level Island

Field Description
Name In this field you can specify the name of an access level to apply to the purchase process to which the current requisition is assigned. You only have access to the current purchase process and its requisition, requests for quote and purchase orders if you have been assigned to this level or a level above this in the window User Access Levels.

This access control ensures that in other windows, you can only refer to information relating to purchase processes to which you have access, and you can only see information about purchase processes to which you have access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. If it has, the access to purchase processes and its requisition, requests for quote and purchase orders may depend on other factors. For further information about the standard access control configuration and access control in a multi-company model, please see the section “Introduction to the Access Control System” in the Set-Up module.

If no access level is specified, all users have access to the current purchase process.

Description This field shows a description of the access level specified in the field “Name” above.

User Island

See the “Getting Started” topic for a description of the fields in the island User.

Remarks Island

Field Description
Remarks 1-10 In these fields, you can enter any remarks you wish to make about the requisition. If the requisition is converted to a request for quote or purchase order, the remarks are transferred to the request for quote or purchase order in question.

Delivery Island

Field Description
Pref. Delivery Date In this field, you can enter your preferred delivery date. Maconomy suggests today’s date. However, you can change or delete the date. The preferred delivery date is transferred to the corresponding field on the requests for quote and purchase orders created from the current requisition.

Suggested Supplier Island

Field Description
Vendor In this field, you can enter the vendor number of the vendor who you suggest should supply the services on the current requisition. The person who is to carry out the actual purchase can use this information as input for the choice of supplier, although the field is only for information. If you do not enter a vendor number in the island Create Request for Quote/Purchase Order, but you enter a vendor in this field, the requests for quote or purchase orders created when using the actions “Create Request for Quote” and “Create Purchase Order” are assigned to this vendor.

The other lines in this field show the vendor’s name and address. Maconomy suggests the information from the Vendor Information Card, but you can change it.

Attn. This field shows the vendor’s attention person. Maconomy suggests the name from the vendor information card, but you can change it.
Country This is the vendor’s country. Maconomy suggests the vendor’s state/country from the vendor information card, but you can change it.
Phone This field shows the vendor’s phone number. Maconomy suggests the number from the vendor information card, but you can change it.
Fax This field shows the vendor’s fax number. Maconomy suggests the number from the vendor information card, but you can change it.
Telex This field shows the vendor’s telex number. Maconomy suggests the number from the vendor information card, but you can change it.

Dimensions Island

Field Description
Location In this field, you can enter a value for the dimension Location. If you do not manually enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivation in the G/L module. However, any manually entered value will be overwritten if Maconomy can derive a value for which overwriting has been selected. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module.

See the section on dimension derivation in the chapter “Introduction to the G/L module” as well as the description of the window Dimension Derivation for further information about dimension derivation.

Entity The functionality of this field is similar to that of the field “Location” above.
Project The functionality of this field is similar to that of the field “Location” above.
Purpose The functionality of this field is similar to that of the field “Location” above.
Spec. 1-3 The functionality of these fields is similar to that of the field “Location” above.
Local Spec. 1-3 The functionality of these fields is similar to that of the field “Location” above.

Status Island

Field Description
Submitted This field displays whether the current requisition has been submitted. The field is automatically marked by Maconomy upon selecting the action “Submit Requisition” in the Action menu. You cannot mark the field manually.
Approved This field shows whether the current requisition has been approved The field is automatically marked by Maconomy upon selecting the action “Approve Requisition.”

However, this approval will automatically be cancelled by Maconomy if one or more fields of importance to the value of the requisition, such as quantity, are changed. If the approval is cancelled, the requisition must be reapproved. Nevertheless, it is possible to change certain fields without cancelling the approval.

Closed This field shows whether the requisition is closed. To mark the field, select the action “Close Requisition” in the Action menu. A requisition is automatically closed when all requests for quote and purchase orders assigned to it have been closed. When the requisition has been closed, all fields are closed, and it is not possible to change any of the information on the requisition. The mark in this field can only be removed by using the action “Reopen Requisition” in the Action menu. You can only use this action if you have been given access to it in the window Actions in the Set-Up module.