PM Requisitions - Creating a Requisition

The Requisition document is designed to be a simple vehicle that enables you to enter onto the system all your goods and/or service requirements whilst maintaining control over expenditure. This document forms the basis for the creation of an Order and the eventual placement of this Order with a Supplier.

Requisitions are created in response to a number of demands. Their purpose can be summarised as follows:

To fulfil a current or future demand for goods and/or services
To cater for the repeated requirement of goods and/or services
To form an internal requirements document that eventually may form the basis of an external Order
To control expenditure via Funds Checking and later the Approval and Authorisation of the Requisition

The system has been designed to allow you to create a Requisition Header and Lines with the minimum of information. This facility is achieved by having a number of default values attached to a particular entry. For example, each CP User will have default values attached that cover all mandatory Header and Control information and each 'Item-coded' line will default supplier and price information.

The diagram illustrates the impact of Requisition creation within the Requisition Business Cycle.

Diagram pm440

The creation of a Requisition is the initial process in the Requisition Business Cycle.

Each Requisition created is assigned a unique reference. The reference can be assigned by one of three different methods determined via the PM Controls:

Based on the entered prefix
Based on the principle of incrementing a number within each company
Manual referencing

As the PM Company Controls allow for the customisation of the creation process then a number of factors have the potential to affect the creation of a Requisition:

If Commitment Accounting is in use a Funds Check will be performed at the time of creation. If the Requisition Code used specifies that commitment is to occur on the creation date, then if funds are available the commitment postings will occur on that day. If funds are not available, then the results of the funds check can be accessed to determine the cause.
If Authorisation is specified at Value or Value in GL Responsibility, then price information will be mandatory before Authorisation can take place. If no Authorisation is involved, then with respect to 'Commitment Accounting', the Authorisation Date of the Requisition will be equal to the day it was created.
A Requisition is created in no particular currency as each line may have a different supplier and so a different currency, or no supplier or currency at all. Although multi-currency Requisitions are permitted the value on the Requisition header will always be in the Company base currency.

The diagram illustrates the sequence of screens accessed during the creation of a Requisition.

Diagram pm490

If authorisation by GL responsibility/Value within GL responsibility/Level within GL Responsibility is being used then instead of screen MDB7 being shown screens MDB8 and MDBU will be shown.

NOTE The menu path shown is the default for the system. Your company may have customised menu options, so the path shown may not be accurate. Please contact your system administrator for details.