Requisitions

Enterprise & Corporate Edition Only

This feature is used to generate "internal" sales orders--sales orders for your departments, also referred to as requests for purchase orders. The order requisition system is similar in principle to a regular sales order, however the stock being ordered is generally for internal use by your organisation, rather than by an outside customer.

When the requisition is saved, all stock requested/ordered is placed on back order or the requisition is placed in suspense. This is referred to as being on "request". Requisitions are placed in suspense if the requisition has not been given an approval number or code. If the security system is not activated, all requisitions are approved automatically--there is no need to enter an approval number/code.

The user entering the requisition may not have sufficient security clearance to approve the order. In this case there is no effect on the current status of stock (i.e., quantities required for ordering) until a user with a sufficiently high security level adds the missing code or approval to the transaction, and re-saves the transaction.

Requisitions are converted into purchase orders using CAPITAL's Automatic Purchase Ordering System. When a requisition is processed by this system, the status of the requisition is changed from "Approved" to "Ordered". If the items on the requisition are only partly ordered, then the status of the requisition becomes "Partial".

Once stock has been ordered by the automatic purchase ordering system, it is automatically removed from the Back Order Control Centre.

Changing An Order

Orders may be edited and re-saved at any time but it is important to know what this will do to the back order. If an order is re-saved, CAPITAL proceeds as follows:

Any stock already ordered is cleared. The entire order will be placed back on "request to be ordered". You should not edit a requisition if purchase orders have already been generated for it. You should cancel the order, and create a new requisition. (Editing the requisition and removing those items that have already been ordered is not recommended because you will then have no record of what the original requisition consisted of.)
The amended order will generate a new series of unallocated back orders (if the requisition has been approved).

Hints & Tips

Stock not assigned a product code will not be transferred to the Back Order Control Centre and then onto the purchase order. If you need to transfer comments to your purchase order, create a generic product code to be used for holding comments. I.e., product code "C". Tick the Comment Type field for this stock record found under the Settings 2 tab page in Stock Control, to ensure that your print-outs do not include the product code for "C" items. The "Supplier" code of this generic comment must also match the supplier code of the purchase order.
You may cancel part of an order by deleting back order items directly from the Back Order Control Centre. Can also add items from there as well. Any added items are automatically transferred back onto the end of the related requisition.
Orders set as "Ordered", "Cancelled" or "Suspended" are not sent to the back order file when saved.

You can also use requisitions to create standing purchase orders. Enter all the items you wish to purchase from a particular supplier and save the requisition. Then go to the Automatic Purchase Ordering System and create the purchase order. Be sure to specify the Customer Account Code as the requisition account so that only the current requisition is ordered (or enter the transaction number of the requisition). When you wish to create the purchase order again, edit the original requisition by changing its "delivered" status to "requested" and re-save the transaction.

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