Connecting Manual Purchase Requisition/Order Line—Exercises

Basic Data Setup

Project Cost/Revenue Element

Purpose: The purpose of this exercise is to show you how to create project cost elements and connect them to accounts.

Windows:
Project Cost/Revenue Elements
Project Cost/Revenue Element per Code Part Value

Create project cost/revenue elements which can be connected to the accounts as derived by posting control rules. The posting control rules relevant to manually connecting purchase requisitions and orders are shown in the following table.
Connect the relevant cost elements to the relevant accounts. If your company has been created based on the STD company template and no changes have been done to the default posting control rules or mappings of cost elements to accounts/code part values, you will see the following mapping:

Posting Control Rule	Scenarios when Posting Control Rule applies	Expected Account	Project Cost Element
M1	Purchasing inventory part	1400	MATERIALS
M93	Purchasing Non-inventory purchase part or no part	5490	EXPENSES

General exercise for Setting Up Project Cost/Revenue Elements

Required Data

Registering Manual Activity Connected Objects per Project

Purpose: The purpose of this exercise is to familiarize you with the data that must be in place before you can perform the exercises below.

Verify that the purchase requisition line and purchase order line object type are allowed to be manually connected to an activity for your project.

General exercise for Creating Projects

Releasing Activities

Purpose: The purpose of this exercise is to familiarize you with the data that must be in place before you can perform the exercises below.

Release activities in your subproject structure.

General exercise for Releasing Activity

Creating a Purchase Requisition and a Purchase Order

Purpose: The purpose of this exercise is to show you the required data that is used in the exercises below.

Open the Purchase Requisition window and to create the Purchase Request for the Part or No-Part.
Click the Requisition to Order right mouse button menu option on the relevant Purchase Requisition Part/No Part Line to create the Purchase Order.

General exercise for Entering a Purchase Requisition, Creating a Purchase Order from a Purchase Requisition, Entering a Purchase Order.

Main Exercise

Purpose: The purpose of these exercises is to show you how to manually connect a purchase requisition line or a purchase order line to an activity, either from the purchase requisition/order line or from the activity. You will also learn how to update cost and hours on the activity connected to the purchase objects

Windows:
Project Navigator/Connections
Project Navigator/Activity
Purchase Requisition
Purchase Order
Register Purchase Order Arrivals
Project Navigator/Supply/Inventory
Project Navigator/Supply/Reserved Material

Connecting a Purchase Requisition Line to an Activity

Connecting from the Project Navigator window

Query for the project and the activity you created in either the Project Navigator window or Activity window.
In Connections tab, right-click and then click Connect/Disconnect Object.
In the window that appears click on the Purchase Requisition Part Lines tab to connect a requisition line for a part. For no-parts click the Purchase Requisition No-Part Lines tab.
Click Populate and the existing unconnected Purchase Requisitions for parts/no-parts (depending on the tab you have selected) will appear. Alternatively you can query for the required requisition line.
Select the Connection check box for the required requisition line.
Click OK.
Check that in the Connections tab the purchase requisition line that you just connected can be viewed.

Connecting from the Purchase Requisition window.

Open the Purchase Requisition window and query for the purchase requisition that you created previously, or create a new one.
Right-click on the relevant part requisition line in the Part Requisition Lines tab and then click Project Connection/Connect to Activity. For no-parts use the No-Part Requisition Lines tab.
In the Connect To Activity dialog box that opens, enter the Program ID, Project ID, Sub Project ID and Activity ID in the relevant fields, or click the List button to select the details related to the activity you want to connect the requisition line to.
Click OK.
Check if the Program ID, Project ID, Sub Project ID, Activity ID and Activity Sequence fields in the Purchase Requisition/Part Requisition Lines tab got the relevant values when the purchase part requisition line is connected. If you connected a no-part instead, check the connection details in the Purchase Requisition/No-Part Requisition Lines tab.
Right-click on the purchase requisition line and then click Pre Posting to check if the purchase requisition line got the project pre posting. If the requisition line has it's own pre postings, they will remain while the project and activity sequence will also be added as postings.
Go to the Demand Code field and check that the value displayed is Project Inventory.

Note: In both of the above instances where the object is connected to the activity, notice that the System Connection field in the Project Navigator/Connections tab or the Activity/Connections are not selected, which indicates that it is a manual connection.

The Planned Committed Cost will also be updated on the Connections tab as well as the Activity/Cost tab with the cost related to your purchase requisition line.

Disconnecting a Purchase Requisition Line from an Activity

Disconnecting from the Project Navigator or Activity window.

Query for the project you created and select the activity the object is connected to from the navigator.
In Connections tab, right click and then click Connect/Disconnect Object.
In the window that appears click on the Purchase Requisition Part Lines tab and query for the part requisition. For no-parts click the Purchase Requisition No-Part Lines tab.
Clear the Connection check box for the required requisition line.
Click OK.
Check that in the Connections tab the purchase requisition line that you just disconnected is no longer be there.

Disconnecting from the Purchase Requisition window.

Open the Purchase Requisition window and query for the purchase requisition that you want to disconnect from the activity.
Right click on the relevant part requisition line in the Part Requisition Lines tab and then click Project Connection/Disconnect from Activity. For no-parts use the No-Part Requisition Lines tab.
Check if the connection details to the project in the Program ID, Project ID, Sub Project ID, Activity ID and Activity Sequence fields in the Purchase Requisition/Part Requisition Lines tab were removed when the purchase part requisition line has been disconnected. If you disconnected a no-part, check the Purchase Requisition/No-Part Requisition Lines tab.
Right-click on the purchase requisition line and then click Pre Posting to check if the project pre postings that were automatically added when the connection to the activity was done were removed.
Go to the Demand Code field and check that the value displayed is either Inventory Order or Non Inventory.

Connecting a Purchase Order Line to an Activity

Connecting from the Project Navigator window (Alternatively open the Activity window)

Query for the project and the activity you created in either the Project Navigator window or Activity window.
In Connections tab and right click and then click Connect/Disconnect Object.
In the window that appears click on the Purchase Order Part Lines tab to connect a part order line. For no-parts click the Purchase Order No Part Lines tab.
Click Populate and the existing purchase order lines for parts/no-parts (depending on the tab you have selected) will appear. Alternatively you can query for the required order line.
Select the Connection check box for your required order line.
Click OK.
Check that in the Connections tab the purchase order line that you just connected can be viewed.

Connecting from the Purchase Order window

Open the Purchase Order window and query for the purchase order that you created previously, or create a new one.
Right click on the relevant part order line in the Part Order Lines tab and then click Project Connection/Connect to Activity. For no-parts use the No-Part Order Lines tab.
In the Connect To Activity dialog box that opens, enter the Program ID, Project ID, Sub Project ID and Activity ID in the relevant fields, or click the List button to select the details related to the activity you want to connect the order line to.
Click OK.
Check if the Program ID, Project ID, Sub Project ID, Activity ID and Activity Sequence fields in the Purchase Order/Part Order Lines tab got the relevant values when the purchase order part line is connected. If you connected a no-part instead, check the connection details in the Purchase Order/No-Part Order Lines tab.
Right-click on the purchase order line and then click Pre Posting to check if the purchase order line got the project pre posting. If the order line has it's own pre postings, they will remain while the project and activity sequence will also be added as postings.
Go to the Demand Code field and check that the value displayed is Project Inventory.

The Planned Committed Cost will also be updated on the Connections tab as well as the Activity/Cost tab with the cost related to your purchase requisition line.

Disconnecting a Purchase Order Line from an Activity

Disconnecting from the Project Navigator or Activity window

Query for the project you created and select the activity the object is connected to, from the navigator.
In Connections tab, right click and then click Connect/Disconnect Object.
In the window that appears click on the Purchase Order Part Lines tab and query for the connected part order line. For no-parts click the Purchase Order No Part Lines tab.
Clear the Connection check box for the required purchase order line.
Click OK.
Check that in the Connections tab the purchase order line that you just disconnected is no longer be there.

Disconnecting from the Purchase Order window

Open the Purchase Order window and query for the purchase order that you want to disconnect from the activity.
Right click on the relevant part order line in the Part Order Lines tab and then click Project Connection/Disconnect from Activity. For no-parts use the Purchase Order No Part Lines tab.
Check if the connection details to the project in the Program ID, Project ID, Sub Project ID, Activity ID and Activity Sequence fields in the Purchase Order/Part Order Lines tab were removed when the purchase part order line has been disconnected. If you disconnected a no-part, check the Purchase Order/Purchase Order No Part Lines tab.
Right-click on the purchase order line and then click Pre Posting to check if the project pre postings that were automatically added when the connection to the activity was done were removed.
Go to the Demand Code field and check that the value displayed is either Inventory Order or Non Inventory.

Handling Project Purchase Orders

If you have not done so, you must release the relevant activities according to the Required Data exercise above.

Note: Do the following steps to create and handle the purchase order, and to see the effects on the project activity.

Return to the Purchase Requisition window, populated with the desired purchase requisition.
Select the desired purchase requisition line, right-click, and then click Requisition to Order to convert the requisition to a purchase order. The Requisition to Order Parameters window appears.
Click Create New. The Purchase Order(s) Successfully Created dialog box will open.
Click OK.
Return to the Project Navigator window populated with your project.
Select the relevant activity in the Navigator and click the Connections tab to verify that the purchase order line is listed here as a connected object to the activity and that it is a system connection.
Click the Supply/Pur Order Lines tab and check that the purchase order information is entered in the purchase order fields.
Right-click on the required purchase order line, and select Purchase Order to open the Purchase Order window populated with the connected purchase order.
In the header of the Purchase Order window, right-click and then click Release to release the purchase order.
Click the Connections tab again. Observe that the values retrieved to the Committed column are based on the purchase order value.
Verify that these values update the correct cost elements, based on how you set up the relevant posting control rule and cost element mappings. (When purchasing inventory parts, the posting control rule M1 is used. When purchasing non-inventory purchase parts and no parts, the posting control rule M93 is used.)
Click the Activity tab. Note that the values in the Committed column on the Cost tab have been updated correctly from the connected objects.
Return to the Purchase Order window. Right-click and then click Confirm to confirm the purchase order. A message appears indicating the confirmation of the purchase order. Click OK.

Note: Do the following steps to receive the purchase order into inventory, and to see the effects on the project activity.

Open the Register Purchase Order Arrivals window, and query for your purchase order number.
Select the order, right-click, and then click Receive Order. The Receive window appears.
The requested quantity appears by default in the Purchase Qty to Receive field. Enter the quantity that you would like to receive at this time.
If the item is an inventory part, click Receive into Inventory in the Receive Case list. In the Location No field, select your picking inventory location from the List of Values, to receive the items into inventory. Click OK.
If the item is a non-inventory purchase part or no-part, click Receive into Arrival in the Receive Case list. Click OK.
In the Connections tab, also note the values in the Committed Cost and Used Cost columns for the connected purchase order object. As you receive the items, the Used cost will increase based the values of the created inventory or purchase transactions. The Committed cost will decrease proportionally to the number of items received.
Verify that these values update the correct cost elements, based on how you set up the relevant posting control rules and cost element mappings.
Note that the values in the Committed and Used columns on the Cost tab have been updated correctly from the connected objects.
For inventory parts, click the Supply/Inventory and Reserved Material tabs to verify that the parts are found in the project inventory and reserved for the demand.

Notes:

The received purchase order can be matched to the corresponding supplier invoice. For inventory parts, the received material is now available to be issued to the project. By receiving the purchased parts, you have created an inventory or purchase transaction. When the corresponding vouchers are updated to IFS/General Ledger, you will be able to retrieve actual costs.

You will notice that during this exercise the progress will not be reported to the activity from the Purchase Order.

For an example of activities with connected purchase requisitions and purchase orders, you can refer to the project P101 and the activities 20020 and 20040.