Requisitions

Requisitions are used to acquire the items that are required to complete a work order. This can be seen as the instruction to order or issue items. The items required are listed on the requisition as requisition items and the requisition goes through an approval process before the items can be purchased and issued.

The following types of items can be added:

• Stock item: Items that are usually in regular demand. Stock items are booked in as inventory and kept on hand in a store or warehouse.
• Coded non-stock item: Items that are occasionally required and only purchased when a specific work order is being planned. Coded non-stock items are not kept in stock although they are coded.
• Direct purchase: Items that are seldom required and do not have allocated codes in the system.
• Contractor: Items provided by the contractor. Contractor items include items such as equipment, materials or services.

The high-level requisition process is as follows:

1. An item is required on a work order in order to complete the work required.
2. A request for this item is initiated by creating a requisition.
3. The requisition is linked to a work order.
4. The requisition goes through the approval process:
   1. Approval limits are set on the user; or if approval workflows are enabled, user site approval roles are configured.
   2. Requisitions are approved by using the Set Requisition Status custom action in the Assist panel in the sidebar.
5. Once approved, the items are purchased, issued and returned.

Please note

• The requisition functionality needs to be enabled in order to use this functionality.
• Requisitions can be automatically generated through the proposed work order process.
• Purchasing, issuing and returning is be done through the Material Manager application.
• Clients who do not make use of the Material Manager application can still issue and return on a requisition or work order.
• Multi-level approval workflows based on predefined values and user defined criteria can be used on requisition header- and requisition item-level. Refer to Approvals for more information.
• Refer to System Options for a list of requisition settings that can be configured.
• Closed work orders with requisitions cannot be reopened if Enable Requisitions gets turned off in System Options.

Generating Requisitions

Generating or creating a requisition can be done directly from the Requisitions screen or alternatively from various areas within a work order.

The Assist panel in the sidebar is used to generate requisitions on a work order. The different levels from which a requisition can be generated on a work order are:

• Work order: A requisition will be generated for all spares that have not yet been linked to a requisition.
• Work order task: A requisition will be generated for all spares that have not yet been linked to a requisition, for the selected task.
• Work order task spare: A requisition will be generated for the selected spare.

Having the different options gives users the ability to generate the requisitions on their desired level. Generating the requisitions on all the various levels are done by using the custom actions in the Assist panel in the sidebar. The same action applies for each level, although the description of the action is worded accordingly. The user has the option to either generate a new requisition or alternatively, add the items to an existing requisition that is linked to the work order and is in a status of Awaiting Approval. These two options are selected from the Assist panel in the sidebar and shown in the example below.

As an example, generating a requisition from the work order task and assuming there are spares linked to the task, is done as follows:

1. Select the task(s) on a work order for which you would like to generate a requisition.
2. Use the Generate Requisition For Tasks or Add To Requisition For Tasks custom action in the Assist panel in the sidebar.
3. Fill in the details and generate the requisition. For more details refer to the Functionality section.

Issues and Returning

Once a requisition is created and the items are in the store, the Issuing and Returning process follows. When issuing an item on a requisition (or from a work order), the Issue action creates an entry in the requisition and requisition item transaction table, and the work order costing is updated. The same side effects apply for the Returning action.

Issuing or returning spares can either be done directly from the Requisitions table or alternatively from various areas within a work order.

The Assist panel in the sidebar is used to issue or return items on a work order. The different levels from which issuing and returning can be done on a work order are:

• Work order: Issue or return all remaining items not yet issued or returned.
• Work order task: Issue or return all remaining items not yet issued or returned for the specific task(s).
• Work order task spare: Issue or return all remaining items not yet issued or returned for the selected spare(s).

Business Rules

The following business rules apply to requisitions. Validations and side effects that occur on field level are noted on the respective field descriptions on the screen sections.

Requisitions

• When a requisition is created, the status is set to the default status as defined in system options.
• A requisition has to be linked to an active work order, which has a status of either Awaiting Approval or Approved.
• Multiple requisitions can be linked to a work order.
• A requisition cannot be approved if it has no requisition items linked to it.
• Most fields on a requisition are only editable while the requisition is in an Awaiting Approval status. Refer to Requisition Screen for more information.
• A requisition can only be deleted if it is in an Awaiting Approval or Cancelled status (given that there are no items linked to it).
• A requisition cannot be cancelled if there are any issues or returns for stock items linked to it.

Requisition items

• Requisition items can only be added to a requisition that is in an Awaiting Approval status.
• Once a requisition item is created, the items are added to the linked work order as work task spares and the Total Cost on the requisition header is updated .
• The values of the following requisition item fields are saved on the linked work task spare record:
  • Code (can be edited for direct purchase items only)
  • Description (can be edited for direct purchase items only)
  • Supplier (can be edited for direct purchase items only)
  • Unit of Measurement (can be edited for direct purchase items only)
  • Unit Cost in Spare Currency (can be edited for direct purchase items only)
  • Spare to Work Order Currency Rate Value (can be edited for direct purchase items only)
  • Financial Year Period
  • General Ledger
  • Cost Centre
  • Cost Element.
While the Requisition Status of the parent requisition is Awaiting Approval, the values of the above-mentioned fields can be edited by the user on the requisition item. Once the Requisition Status of the parent requisition item is no longer Awaiting Approval, the fields will be read-only.
A work task spare can have multiple requisition items linked to it and each requisition item can be linked to a different parent requisition. Updating any of the above-mentioned fields on a requisition item (providing the Requisition Status of the parent requisition is Awaiting Approval), results in the linked work task spare record being updated as well as all the other requisition item records that the work task spare is linked to. This means that the Requisition Status of all the parent requisitions of all the requisition items linked to a work task spare need to be Awaiting Approval in order to enable the updating of any of the requisition items linked to the work task spare. For example:

In this example, the Requisition Status of both requisition 1 and requisition 2 needs to be Awaiting Approval in order to update any of the above-mentioned fields on requisition item A linked to either of the two parent requisitions.

• The values of the following requisition item fields are saved on the requisition item record itself. The values of these fields can only be edited while the Requisition Status of the parent requisition is Awaiting Approval:
  • Sequence Number
  • Required On
  • Quantity Required
  • Notes.
• The values of the following requisition item fields can be edited while the Requisition Status of the parent requisition is Approved, Completed or Closed:
  • Quantity Required (quantity may only be reduced, not increased)
  • Quantity Ordered
  • Quantity Reserved.
• Requisition items can be deleted while the Requisition Status of the parent requisition is Awaiting Approval and Cancelled.
• Stock and non-stock items can be added to the same requisition depending on the system option configuration.

The following side effects occur on work task spars for these actions:

Action	Side effect
Approving a requisition	Quantity Approved is updated. Quantity Available is calculated and updated.
Cancelling a requisition	Quantity Approved is recalculated and reduced by the Quantity Required that was on the requisition. Quantity Available is recalculated and reduced by the Quantity Required that was on the requisition.
When a requisition is fully issued	The Quantity Required will equal the Nett Quantity Issued. The Requisition Status will be updated based on the status set in system options (either Completed or Closed).

Work orders

• A work order must be in an Approved status before a requisition can be approved.
• The status of a work order cannot be changed to Cancelled or back into Awaiting Approval if it has approved requisitions against it .
• A work order cannot be closed if it has linked requisitions that are in Awaiting Approval or Approved status.
• A work order cannot be merged or split if there are any requisitions linked to it.