Requisition Setup 307

CHAPTER 11

Requisition Setup

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 Requisition Setup 309

Overview

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Set Up Requisition in .NET UI

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Requisition Setup Process Flow in .NET UI

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Set Up Requisition Accounting Control

In Requisition Accounting Control, you can set:

• The minimum number of approvers who must approve a requisition for MRP direct materials before it can
be placed on a purchase order
• The minimum horizontal approvers who must approve each category of a requisition before the requisition
can be placed on a purchase order
• The minimum number of vertical (organization) or job approvers who must approve a requisition before it
can be placed on a purchase order
• Whether to allow changes to approved requisitions

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Set Up Approval Levels

An approval level within GRS is defined as the maximum amount of approval currency a person assigned that
level is authorized to approve. You define approval levels in Approval Level Maintenance.
Define a level with a two-digit number. At initial system setup, you should consider establishing the levels in
increments of 5 or 10 so that you can later insert intermediate levels.
Approval Level 00 is system-reserved and indicates that a person is not an approver or reviewer. Individuals
with this level are not included when reports are generated. Although you can route requisitions to zero-level
approvers, their approvals do not count toward the number of required approvals specified in Requisition
Accounting Control.
Enter the monetary amount that a person assigned this level is authorized to approve or required to review.
This amount is expressed in the approval currency defined in Requisition Accounting Control.

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Set Up Requisition Approvers

Before you begin using the setup maintenance programs, you should consider how your company manages
requisition approvals. You should set up approvers based on the way your company wants to manage the
approval process. You can set up four types of approvers—vertical, horizontal, job, and product line—using
the four Approver Maintenance programs.
Product lines group items for reporting, planning, and accounting purposes. This type of approver typically
authorizes inventory purchases associated with specific sites and product lines. A person who approves direct
material purchases must be defined as a product line approver.
Use Horizontal Approver Maintenance to assign requisition approval authority for a category, which is a set of
general ledger account numbers defined in Category Maintenance.
Use Vertical Approver Maintenance to assign requisition approval authority for an organization within your
company.

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Set Up Requisition Sequence NRM

Use Number Range Maintenance to create a requisition sequence NRM. This NRM will generate the sequence
number for the Web UI requisitions. The Target Dataset can be blank.
You will assign this NRM in the Purchase Requisition Control in Web UI.

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Set Up Approval Sequence NRM

Use Number Range Maintenance to create a requisition approval sequence NRM. This NRM will generate the
approval sequence number for the Web UI requisitions. The Target Dataset can be blank.
You will assign this NRM in the Requisition Control.

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Assign Approval Sequence Field

In the Requisition Control, assign the approval sequence NRM in the Approval Sequence field.
This setting will also display in the Purchase Requisition Control in the Web UI.

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Set Up Requisition in Web UI

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Set Up Purchase Requisition Control

Assign the Requisition Sequence NRM ID in the Requisition Sequence field. The system will generate the
requisition number based on the Requisition Sequence NRM ID.
Specify a Direct Admin Buyer and a MRO Admin Buyer as the default buyers to the requisition header in case
there is no manual entry or buyer associated with the supplier.
If choose Single Site Requisition, specify a site value in the requisition header and the site field at line level
will be disabled to prevent different site values at line level.

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Set Up Purchase Requisition Control

In the Site Exceptions panel, you can specify different default buyers for specific sites. The Direct Admin
Buyer and MRO Admin Buyer in the Site Exceptions panel will default from the buyers specified in the
Requisition panel.
You can see the Approval Sequence NRM ID in the Requisition Approval panel, but it is read only.

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 Requisition Setup 321

Set Up Purchase Requisition Control

Buyer Tolerance Limits settings control the degree to which the buyer can change item cost while placing
requisition lines on a purchase order.
Tolerance limits give purchasing managers and financial controllers control over how much an order line unit
cost can be adjusted when buyers are placing authorized requisition lines on purchase orders. When the buyer
changes a cost enough to make requisition lines go out of tolerance, the lines must be reauthorized according
to the updated line unit price and total cost. When this feature is enabled, buyers are only allowed to update
the unit price for authorized requisition lines within the tolerance limits specified in setup data.
You can enable tolerance % or tolerance amount or both. If the line unit cost is adjusted beyond the buyer
tolerance limits, the system prompts the buyer with an out-of-tolerance message. When the buyer confirms
that the line should go out of tolerance by clicking Continue, the system sets the requisition line approval
status as Out-of-Tolerance and routes the requisition line back to the requester. The requestor can update the
line unit cost information and resubmit the requisition for approval. If the buyer responds with Cancel to the
confirmation prompt, the system resets the line unit cost to the original requisition line value.

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Role Permission for Requisition Approval

If a user will be routed to for requisition approval, the user must be a member of a role that has Approve
permission for the Requisition Approval business entity.
The following roles already have the above permission by default:
• Purchasing Manager
• Finance Controller
• VP Sales & Manager Roles
• VP Supply Chain
• VP Logistics
• Logistics Manager
• Director of Materials

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 Requisition Setup 323

Enable Requisition Approval

A requisition approval can be processed either through requisition functions or through generic approval
functions.
The generic approval functions can process approval for not only requisitions, but also purchase orders,
supplier invoices, supplier payment selections, etc.
Use Approval Configuration to set up the generic approval function for requisition. Select the requisition
approval line in the Approval Configuration view. Click Edit and choose Is Enabled in the form to enable the
requisition approval.
If Is Enabled is not set to Yes for the requisition approval type, requisition approvals can still be done in
requisition functions.
If Require Authentication is set to Yes, approvers are required to provide credentials when clicking an action
in the approval screen. If No, no authentication is required when choosing an action.

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Enable Requisition Approval

In the Approvers panel, enter the subject of the notification email that is sent to an approver. You can include
key fields as tokens. You can find some of the key fields from the Approval Fields and Task Fields panels.
Enter the body of the notification email that is sent to an approver. You can include key fields as tokens. You
can find some of the key fields from the Approval Fields and Task Fields panels.

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Enable Requisition Approval

The Mass Approvals tab shows the fields that will be displayed in a grid during mass approval. You can do
the mass approvals in your Inbox by select tasks and click Approve in the Actions drop-down.
In the Mass Approvals panel, you can select or delete fields and you can also define the mass approval label.

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Enable Requisition Approval

The Approval Updates tab shows the fields that can be updated during approve/deny. They are shown in the
popup window for approve/deny.

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Review

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Exercise: Requisition Setup

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Exercise: Requisition Setup

In this exercise, you will set up requisitions functionality in .NET UI and in Web UI.

1. Log in to .NET UI as demo user. Use Requisition Accounting Control to set up the requisition control
fields:
Approval Currency USD

Product Line Approvals Required 1

Horizontal Approvals Required 0

Vertical Approvals Required 1

2. Use Approval Level Maintenance to maintain level 08. Make sure the approval amount is greater than
50000.
3. Use Product Line Approver Maintenance to link approval level 08 to approver VPPur for product line 20
in site 10-100.
4. Use Number Range Maintenance to create two NRM requisition sequences. One Sequence ID is “Reqseq”
and the other is “CIReqApp”. Target Dataset can be blank.
5. Use Requisition Control to assign the NRM approval sequence CIReqApp in the Approval Sequence field.
6. Log in to Web UI as [email protected] user. Use Purchase Requisition Control to assign the NRM
Requisition Sequence ID ReqSeq in the Requisition Sequence field. Assign user QAD as the Direct
Admin Buyer.

Use Approval Configuration to enable the requisition approval. Set the Require Authentication to Yes.

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