Overview of Requisitions
With on-line requisitions, you can centralize your purchasing department, source your requisitions with the best suppliers, and ensure that you obtain the appropriate management approval before creating purchase orders from requisitions. You can use Master Scheduling/MRP to generate on-line requisitions automatically based on the planning requirements of your manufacturing organization. See: Planner Workbench. You can use Inventory to generate on-line requisitions based on replenishment requirements. See: Overview of Inventory Planning and Replenishment. You can use Work in Process to generate on-line requisitions for outside processing requirements. See: Overview of Outside Processing. Finally, you can use Purchasing to create internal requisitions, which are handled as internal sales orders and are sourced from your inventory rather than from outside suppliers like purchase requisitions. See: Overview of Internal Requisitions.
Purchasing provides you with the features you need to satisfy the following basic requisition needs. You should be able to:
- Create, edit, and review requisition information on-line. You should also be able to enter suggested supplier information, delivery instructions, multiple accounting distributions, and notes to buyers, approvers, and receivers.
- Review the current status and action history of your requisitions. You should always know who approves requisitions and whether they are in the approval, purchasing, receiving, or delivery stage.
- Route requisitions according to your approval structure. You should also be able to set authorization limits by amount, charge account, item category, and location.
- Review and approve requisitions that need your approval. You should also be able to see the full requisition detail and review the action history before you approve a requisition.
- Print requisitions (with status Approved, Cancelled, Rejected, In Process, Pre-Approved, and Returned) for off-line review and approval. You should always be able to track the status of requisitions through the approval process.
- Import requisitions from other systems such as material or distributions requirement planning applications
- Perform on-line funds checking before creating requisitions. You should always know how your planned expenses compare to your budget.
- Automatically source requisitions from outstanding blanket purchase agreements or quotations you have received from suppliers
- Create requisitions quickly and easily for commonly purchased items
- Provide attachments as notes on requisition headers and lines
- Assign requisition lines to buyers and review buyer assignments for requisition lines
- Forward all requisitions awaiting approval from one approver to an alternate approver. Within your security and approval constraints, you should be able to reroute requisitions from one approver to another whenever you want.
- Record suggested foreign currency information for each requisition line
Major Features
Eliminate Paper
With Purchasing, your requestors submit requisitions on-line. You therefore eliminate the need for paper requisitions that you can misplace or lose during the approval process.
Quick Online Entry
With Purchasing, you can easily create requisitions on-line. Complete a requisition for any item by simply entering the requestor name, item description, delivery location, price, delivery quantity, and accounting distribution. Purchasing uses the Account Generator to enter the distribution automatically whenever possible.
Approval Status
Purchasing automatically displays the approval status of your requisition and informs you whether it is Approved, Cancelled, In Process, Incomplete, Pre-Approved, Rejected, or Returned. You know where your requisition is at all times.
Action History
Purchasing lets you review the action history of requisitions as they move through the approval process. Purchasing uses your security and approval structure to help you forward requisitions. On-line notifications keep your requisitions moving. If someone rejects a requisition, you always know who and why.
Easy Resubmission
Purchasing lets you resubmit a rejected requisition for reconsideration. Depending on how you define system setup options, resubmitted requisitions return either to the original approver for reconsideration or to an alternate approver that you choose.
Easy Cancellation / Final Close
Purchasing lets you cancel or final close a requisition or requisition line before your manager approves it or before a buyer places it on a purchase order.
If you are using encumbrance or budgetary control, Purchasing automatically creates negative debit encumbrance entries for the cancelled requisitions. When you final close a purchase order, Purchasing creates credit entries which reverse the encumbrances.
Easy Assignment
Purchasing lets you assign requisitions to specific buyers and review which requisitions are Assigned and Unassigned.
Accurate Accounting
Purchasing uses the Account Generator to automatically supply accounting information as part of a requisition. You can allocate line item quantities to cost centers, organizations, projects, or departments. You can also create multiple distributions for a single item. For instance, you can allocate a computer system purchase across more than one cost center or organization
Maximum Flexibility
Purchasing provides maximum flexibility by letting requestors create requisitions quickly and add details later. In the requisition header and on each line item, Purchasing provides space for descriptions and notes to approvers, buyers, and receivers.
Quick Customization
Purchasing lets you use Descriptive Flexfields to tailor the format of the requisition header and line blocks to your unique needs without additional programming.
Online Funds Availability Checking
Purchasing lets you verify whether you have enough funds available in your budget before you complete a requisition. You can check and reserve funds for a requisition at any level of a requisition.
Online Approvals
Purchasing lets you approve or reject requisitions on-line. You can access full requisition detail and prior action history to review the full detail before making an approval decision. Depending on your approval controls, you may be able to update a requisition before you approve it.
Requisition Templates
This feature, accessible through the Supplier Item Catalog, lets you quickly create requisitions for commonly purchased items. Buyers create templates that group commonly ordered items like office supplies into one place.
Quantity Rounding
If Quantity Rounding for inventory sourced lines is enabled in the Purchasing Options window, Purchasing either displays the rounded quantity you should have entered in a warning message or it updates the quantity to the appropriate rounded quantity. The rounding is based on the Unit of Issue (or primary unit of measure if the Unit of Issue is not defined) and the Rounding Factor defined for the item in Inventory. Rounding is up or down to the nearest whole Unit of Issue/primary unit of measure using the rounding factor.
Requisition Printing
Purchasing provides a requisition printing capability to provide hard copy requisitions to approvers who are not on-line users. You can print requisitions after completing them, or have somebody print and distribute all requisitions for off-line approval. Use the Printed Requisitions Report to print the requisitions which have the following status: Approved, Cancelled, Rejected, In Process, Pre-Approved, and Returned. The report does not include requisitions with status Incomplete.
Quick Access to Particular Requisitions
You can place requisitions that you reference frequently in the Oracle Applications Navigator. Placing documents in the Navigator is useful when you need to query large documents with multiple lines, shipments, or distributions. When the requisition is open, choose Place on Navigator from the Action menu. When you choose the Documents alternative region in the Navigator, you can then access that document directly from within the Navigator. You can also do this with purchase orders. See: Using the Navigator's Documents Region.
Note: Once you place a document in the Navigator, it is the first thing you see in the Navigator the next time you log into Purchasing. Choose Functions to return to the Purchasing menu.
Requisition Import
Using Requisition Import, you can import requisitions from other Oracle Applications or from non-Oracle systems. Requisition Import lets you integrate Purchasing with new or existing applications such as Material or Distribution Requirement Planning systems. You can import requisitions as often as you want. Then, you can review or place these requisitions on purchase orders. See: Requisition Import Process
Master Scheduling/MRP, Work In Process, Order Entry/Shipping, and Inventory all provide requisition information to the requisition interface table from which Requisition Import creates requisitions. While requisitions can be imported with any approval status, they are most commonly approved since they correspond to specific production schedules, outside processing, or stock resupply. However, if you are using requisition encumbrance, Requisition Import changes the Approved status to Pre-Approved so that you can reserve funds for the requisition.
