Authorize Express Purchase Requisition

Explanation

The express purchase requisition is used when there is an immediate demand for a purchase order, e.g., when purchasing some urgently needed spare parts from the local hardware store. When order code 5 (Express) is used, purchase orders are immediately created for all lines as soon as they have been fully authorized, i.e., as soon as a line has been fully authorized, it is converted. When purchase order lines have been created for all requisition lines, i.e., the requisition has been fully authorized, the status of the purchase requisition is changed to Closed. The created purchase order is automatically released and printed.

Prerequisites

• A requisition header and at least one requisition line must have been entered and released.
• A supplier must have been specified for each part line.
• A supplier and price must have been specified for each no-number part line. Note that, if an estimated price has been entered on the no-number part line, no supplier needs to be specified.
• The authorizer must be connected to your user ID. Do this in the Purchase Authorization Basic Data/Authorizers tab.
• The entire purchase requisition must have been activated, i.e., the header must be in the Released status.
• An applicable purchase requisition authorization rule with Released status must exist.

System Effects

• If the purchase requisition requires authorization of more than one person, the status is changed to Partially Authorized when one, and not all, authorizers has authorized the requisition. When the last authorizer has authorized the requisition, the status of the purchase requisition is changed to Closed.
• As soon as one line has been fully authorized, the line is converted into a purchase order. The created purchase order is automatically released and printed, and the status of the requisition line is changed to PO Created.

Window

Purchase Requisition, Purchase Requisition Line Authorization

Related Window Descriptions

Purchase Requisition
Purchase Requisition/Authorization
Purchase Requisition Line Authorization
Purchase Express Order Successfully Created

Procedure

From the Purchase Requisition window:

1. Populate or query for the appropriate requisition.
2. If there are any requisition lines for which no supplier has been specified, enter the appropriate supplier for these lines.
3. Select the Authorization tab.
4. In the left-hand side of the tab, select the authorizer, authorization group, project role, position, or requisitioner for which you are authorizing. In the right-hand side of the tab, you can view all requisition lines this authorizer/authorization group has to authorize. Alternatively on the right-hand side window you are able to select the specific lines that you wish to authorize.
5. Select Authorize/Acknowledge in the Operations menu.
6. The Purchase Express Order(s) Successfully Created information message is displayed, when the final authorization of a line has been made. Note the purchase order number(s) and confirm by clicking OK.
order before printing by using Preview and you can print the document by clicking the printer button. You also can print the document(s) directly from the Report Print dialog box by clicking the OK

From the Purchase Requisition Line Authorization window:

1. Populate or query for the appropriate requisitions.
2. Select the lines you want to authorize.
3. Select Authorize/Acknowledge in the Operations menu.
4. The Purchase Express Order(s) Successfully Created information message is displayed, when the final authorization of a line has been made. Note the purchase order numbers and confirm by clicking the OK.
5. The Report Print dialog box appears. Preview the purchase order before printing by using the Preview and you can print the document by clicking the printer button. You also can print the document(s) directly from the Report Print dialog box by clicking OK.