How To Raise and Manage Purchase Requisitions l Purchase Requisitions

Raising & Managing Purchase Requisitions

Raising Purchase Requisitions

Menu > Help Desk > Purchase Requisition 

 

By processing a Purchase Requisition, appropriate controls can monitor the credibility of purchase as well as identify the relevance for a product or purchase within the system.  In Asset Infinity, users can raise detailed requisitions as per one's business needs. 

 

To create a new Purchase Requisition in this section, the user is required to enter the following details: 

 

FIELD NAMES 

DESCRIPTION 

MANDATORY 

VALIDATION 

Request Types 

Depending upon the selected Request Type, the request tab opens up.  

Yes 

The Request Types added by the users will be displayed on clicking this field. 

Requested On Date  

The date on which the PR is created, set as current date in the system.  

No 

By default, only current date is selected i.e. this is a disabled field 

Required Date 

The date on which requisition is required to be chosen from the calendar in the given field is the Required Date.  

No 

The selected date should be the current or a future date. 

Location  

The user chooses a location for which PR will be generated.  

Yes 

It’s a single select from Drop-down option.  

Department 

Users may or may not specify the Department for PR requests.  

No 

Select a Department from single select Drop- down options. 

Requested By 

The user who has raised the PR will be present in this field. 

Yes 

 

Upload File  

The user can upload files via browsing through the system. 

No 

User can upload multiple files. 

Description  

Text field where the user can enter details of PR requests, if required.  

No 

 

 

There are four types of requests: For Asset, For Items, For Catalog and for Free Text for Asset. The user can raise multiple requests (types) by clicking on +Add more button(s). 

 

For Asset  

 

  • Select assetsfrom the Drop-down.  

  • The unit will reflect “EA” in the given field for the selected asset 

  • Enter the required Quantity 

  • Enter the Average Price 

  • Based on entered Quantity and Average Price, Total amount of request level is calculated 

  • Add a Description for reference 

  • Select the Department. 

 

For Item 

 

  • Select item from the Drop-down 

  • The Available Stock and Unit will be reflected in the given field for the selected item if stock is maintained for the same item in Manage Inventory. 

  • Enter the required Quantity 

  • Enter the Average Price 

  • Based on entered Quantity and Average Price, Total amount of request level is calculated 

  • Add a Description for reference. 

 

For Catalog 

 

  • Click on the Catalog field. A catalog screen pops up, which can be managed through the catalog in Application Settings. 

 

  • Select the Asset/Item type from the type Drop-down and Category from the Drop-down in the Catalog pop-up (Remarks and Average Price will be displayed for the selected Catalog) 

  • Enter the Quantity required 

  • Enter the Average Price 

  • Based on entered Quantity and Average Price, Total amount of request level is calculated 

  • Add a Description for reference 

 

Free Text for Asset 

 

It is used for raising purchase requests by entering the details about new purchase required. 

 

  • Click on the Free Text for Asset field. 

  • Enter the Name of the Asset in the field. 

  • Enter the quantity required. 

  • Enter the average price of the asset. 

  • Based on entered Quantity and Average Price, Total of request level is calculated. 

  • Select the Department. 

 

Based on the sum of all totals at all request levels, a grand total is displayed in the Total Amount field below all the request levels.  

Custom fields will be visible under a section named Additional Information. Custom fields can be managed under Advanced Settings. 

Click on the Save button to complete the process. 

 

Managing Purchase requisitions 

 

All the generated PR requests will bind together and will be displayed in the grid. Status of the generated PRs will be displayed in the grid. 

 

There is a grid that holds a certain number of columns while the grid is created. These columns can be explained as: 

 

COLUMN NAME 

DESCRIPTION 

Requisition No. 

The column displays the requisition number for the created PR. The PR# will be auto-generated. 

Request Type 

The request type selected while creating PR will be displayed in the next column. 

Requested On 

The created date of the PR will be shown. 

Required Date 

The date on which the commodity requested is required. 

Location 

PR is raised for the given location. 

Department 

Department name 

Status 
 

Status of Purchase Requisition: 

  • Pending: PR is pending for approval 

  • Approved: PR is approved and a PO can be raised for the same. 

  • Completed: PO is raised against the approved PR. 

  • Rejected: If the PR gets rejected by approval authority. No PO can be raised against this rejected PR. 

 

Filters on the PR list 

 

Users can filter the list of Purchase Requests generated based on Request Type, Location, Requested by, Status or can Search PR directly by entering Requisition No. or any other detail related to the particular generated PR. 

Users can Print the Generated PR. Users can Copy an Existing PR and generate a new one. All the raised Purchase Requisitions can be exported using Export to Excel with complete details. Deletion and Editing of PRs follow certain rules which can be stated as: 

  1. If the status is Pending, user cannot edit PR 

  1. Existing PRs can be copied 

  1. Drafted PR can be edited 

  1. Completed PRs cannot be edited or deleted 

  1. Approved PRs cannot be edited. 

  1. Approved can be deleted if no PO has been raised against it. 

  1. PR against which no PO are made can be deleted. 


On-Demand Configurations 

  • Users can make Department and Description fields mandatory or non-mandatory on the Purchase requisition page. 

  • The placing of Department field on the page can be re-ordered i.e. it can be shown in request level or in the main field section as per user requirement. 

  • Any additional information can be captured by creating customs on the page. Users can add a custom field using the Add Custom Field.  

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