Search Tips
Pgm: PORCRPOC – Create Order From Requisition; standard Treeview path: Requisitions > Create Purchase Order
The Create Order From Requisition screen is used to automatically generate purchase orders based on the information acquired from approved requisitions. The system will create one purchase order for each requisition selected. All information, including the text codes, free-form item description, and reason for requisition, will be transferred from the requisition to the purchase order. Only requisitions that have been approved will be displayed on this screen.
All information appearing on this screen is specific to the company specified in the first section. The identification of the requisition(s) to be generated is performed using the Requisition section. The suggested price per unit is recorded using the Requisition Item Details section, if required.
PO Date
Enter the purchase order date. The system displays the current system date as the default. This is a reference date to determine when the generation of the purchase order occurred.
Requisition
All of the approved requisitions will appear in the Requisition column.
Click the 'Select' checkbox beside the requisition for which to create a purchase order.
Job Code
This field is read-only and displays the job code from the Requisition Entry screen. If the 'Job Code' box is checked in the Requisition Control screen and the vendor is the same for all selected requisitions, the system will group the purchase orders based on the job code. For more details, see Requisitions - Control File Setup.
Vendor Code
Enter/select a vendor to which the purchase order will be given.
PO Number
If not using automatic numbering mask in the Purchase Order module, enter a user-defined purchase order number.
If the PO number is left blank, the system will use the automatic numbering mask defined on the Purchase Order Control screen and assign a PO number. Users should note if the 'Use Job Number Mask Create PO From Requisition' box is checked on the Requisition Control screen (standard Treeview path: Requisitions > Setup > Local Tables > Control), the job mask defined in the Job PO Number Mask field defined in the PO Control will be used, provided the detail lines have at least one 'J' line distribution. If multiple 'J' lines with different jobs are found, then the system will use the job code that occurs first in the detail lines.
To split a requisition between multiple vendors or multiple POs, move to the Details section and enter the vendor code and PO number.
Reason
The reason defaults from the reason that was entered on the requisition’s Reason tab. When further description or explanation for the purchase order is required, additional information can be added to the requisition’s Reason tab.
[Create PO] – Button
Press the [Create PO] button to begin the generation of the purchase order(s).
Purchase Order Details
A purchase order details pop-up window will appear with the purchase order number detail. The requisition is now an entered purchase order and will have to follow the approval and processing rules set up in the Purchase Order module.
Buyer ID
This column is hidden by default and can be added to the Requisition and Details section using the Lite Editor. Users can set a buyer code on the requisition or the requisition detail when they want to create purchase orders by assigning buyers.
If the Buyer ID column is added in the Details section, purchase order(s) are created based upon buyers. If the Buyer ID column is null in the Details section, then the buyer id will be inherited from the Requisition section. Using the Lite Editor, the Buyer ID column can be made mandatory for the Requisition section.
NOTE: To create purchase order(s) by assigning a buyer code, the user must add the Buyer ID column in the Details section. Please see the Buyer ID details in the Details section below for more details.
Expected Date
This column is hidden by default and must be added via the Lite Editor. Once a value for the Expected Date column is entered, the system will override the requested date.
While creating a purchase order, if the same expected date is entered for all selected requisitions having the same vendor, the system will combine those requisitions into one single purchase order when creating a standard purchase order. After pressing the [Create PO] button, the system will create a single combined purchase order with the same release number. The value entered in the Expected Date column will override the value in the Date Requested column.
If the Expected Date column is left blank, the system will continue to work as CMiC standard functionality, and it will use the current Date Requested column while creating the purchase order.
Details
This section contains the requisition item details.
Blanket (Purchase Order) – Checkbox
To create a blanket purchase order, follow all of the above steps but before pressing the [Create PO] button, click the ‘Blanket’ checkbox and then press [Create PO].
Vendor Code, PO Number
To split a requisition between multiple vendors or POs, enter/select a vendor code and/or PO number for the requisition item.
Line
This field is read-only and displays the item number generated in the Requisitions - Requisition Entry screen.
Class, Item Code, Item Name, Type
These fields are read-only and display the class code, item code, item name, and inventory item type entered in the Requisitions - Requisition Entry screen.
Inv Rec – Checkbox
The 'Inv Rec' checkbox is only enabled for inventory line items and is only used when "J", "E" or an "I" distribution is specified. The checkbox indicates to the system if the item(s) on this line are to be received into inventory prior to them going to the specified job or equipment.
Location
This field is read-only and displays the inventory location entered in the Warehouse field on the Requisitions - Requisition Entry screen. If no location has been entered, this field will remain blank.
NOTE: The location will not appear in this field until the requisition is selected in the Requisition section.
[Free-Form Item] – Button
The [Free-Form Item] button becomes enabled if the item listed in the Details section is a free-form item. Clicking on this button will launch a pop-up window where descriptive details can be entered for the free-form item.
Buyer ID
This column is hidden by default and can be added via the Lite Editor and marked as mandatory if required. If the Buyer ID column is mandatory, the user will not be able to create a purchase order without selecting the buyer ID, otherwise the error message "Buyer ID is required" will be shown. If the buyer ID is selected in the Details section, this ID will be used when creating a standard/blanket purchase order.
If the required checkbox for the Buyer ID column in the Lite Editor is left unchecked and the Buyer ID field is left blank, the system will use the buyer ID from the Requisition section when creating the standard/blanket purchase order. Please see the Buyer ID details in the Requistion section above for more details.