Asset Infinity | Help Center
            Knowledge Base Asset Infinity Help Center Purchase & Requisitions - Item & Assets Raising a Purchase Request

            How to Raise Purchase Requisition/Requests?

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

            Create New Requisition

            Apart from adding locations, categories, assets or inventory into the system, there are few more add ons required for raising a Purchase Request. 
            Request Types

            The Request Type page categorizes the requisition into a purchase or service request, it is further differentiated based on merchandise or supply required. The given form will open:

            Request Type Form
            1. Users can create different types of requisitions on item/ asset/ catalog/free asset or their combination with or without selecting categories using the Request Type page.
            2. The Request Mode divides the request type into two different modes:
              1. Purchase Request: The request raised for the purchase of material procurement or any additional equipments is classified as a purchase request. For example,  inventory items, assets, catalog, etc.
              2. Service Request: The request raised for work orders or service orders is classified as a service request. For example, construction work, buildings, etc.
            3. Enter a suitable name of the request type in the field given. The user is then required to select different types of entities to be mapped to the request type. If the users select categories, then the request type will only be available while raising requests for items and assets of that category(s). 

              For example, if the request type is being created to raise requisitions for the procurement of inventory items and assets, then they are required to select items and assets.

            4. Request type CC is an option to include additional users in the notification email. Whenever a user raises a purchase request for the given request type the users selected will be added in CC of the notification email.

            5. Mark the checkbox against the "Allow item request when stock is above zero" to restrict users from raising purchase requests for inventory items when the available stock is zero.

            6. Assignee Detail, for the allocation of the requisites, you can assign a specific user in the given section.

              1. In the Default Assignee field, the selected user will be assigned by default as the allocating user, for the requisition raised using the request type.

              2. You can add more default assignees for specific locations. The assigned users should have the permission of the selected location.

            7. Click on the "Save" button to complete the process. All the request types created will be saved in the list given below on the same page and will further bind in the drop-down list on the purchase requisition page.

            Catalog


            Catalogs are digital registers used for adding items and assets with pictures, model names, brand name and other additional information associated with the catalog, that is present in a general item/asset catalog. In the Asset Infinity application, the user can add catalogs under the Application Settings navigation menu. 
            Catalog Form
            1. Catalogs can be added as an asset or as an inventory item, in the Type field, the user is required to select item or asset from the drop-down.
            2. Select brand and model from the drop-down list, both the pages are listed under the application settings menu, you can click on the add button present next to the corresponding fields.
            3. Add average price for the catalog with description and upload image for reference. 
            4. Click on the "Save" button to complete the process, all the catalogs will be added into the list on the same page.
            5. To include any additional information users can add custom fields to the same.

            Raising Purchase Request

            The purchase requisition is available under the Help-desk section on the navigation menu as well as on the dashboard. This form given below will open:
            Purchase Requisition Form
            To create a new purchase requisition in this section, the user is required to enter the following details:
            1. Select a  Request Type from the drop-down list. All the request types will be present in the list added by the users, according to your requisites.
            2. In the Requested On field, the user requires selecting a for which PR is being raised, set as the current date in the system, users cannot raise backdated PR.
            3. The Required On denotes the date on which the requisites have to be delivered to the concerned user. It should be before the current date.
            4. The user requires selecting a location for which PR is being generated. All locations uploaded in the application will be displayed as per the user's role & permission. To add more option to the list, go to the Locations page under the application settings menu. 
            5. Select a department from the options given in the drop-down list. Users may or may not specify the department for PR requests. The Departments page is present under the application settings menu. 
            6. Requested By is the user who has raised the PR, the user will bind as per the login user's role and permission. To add users, you can the Manage Users page under the User Settings menu.
            7. Attach files for any important or physical records using the Upload files option.
            8. Enter a brief about the purchase requisition in the description field. 
            9. There are four types of requests: 
              1. Asset
              2. Items,
              3. Catalog
              4. Free Text for Asset
              5. The user can raise multiple requests (types) by clicking on the +Add more button(s).

            1. For Asset 
              1. Select assets from the drop-down. The available stock and unit will be reflected in the given field for the selected asset
              2. Enter the required quantity
              3. Enter the average price
              4. Add a description for reference
            2. For Item
              1. Select item from the drop-down
              2. The available stock and unit will be reflected in the given field for the selected item
              3. Enter the required quantity
              4. Enter the average priceAdd a description for reference
            3. For Catalog
              1. Click on the Catalog field
              2. Select the Asset and Category from the drop-down in the Catalog pop-up (Remarks and Average price will be displayed for the selected Catalog)
              3. Enter the quantity required
            1. Free Text for Asset
              1. Free Text for Asset is used for raising purchase requests for those assets or items that are not added or cannot be included in the system.
              2. Click on the Free Text for Asset field.
              3. Enter the Name of the Asset in the field.
              4. Enter the quantity required.
              5. Enter the average price of the asset.
            Click on the Save button to complete the process.
            Purchase Requisition ListPurchase Requisition List
            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.
             
            1. Requisition No.

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

            2. Request Type

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

            3. Requested On

            The created date of the PR will be shown.

            4. Required Date

            The date on which the commodity requested is required.

            5. Location

            PR is raised for the given location.

            6. Department

            Department name

            7. Status

            Status of Purchase Requisition:

            1. Pending - PR is pending for approval
            2. Approved - PR has been approved and a PO can be raised for the same.
            3. Completed - PO has been raised against the approved PR.



            Filters on the PR list
            1. Users can filter the PR generated based on:
              1. Request Type
              2. Location
              3. Requested by
              4. Status 
            2. Search PR directly by entering Requisition no. 
            3. Users can print the generated PR.
            4. Users can copy an existing PR and generate a new one.
            5. All the raised purchase requisitions can be exported to excel with complete details.
            6. Some other functionalities and features can be enabled for users:
              1. Users can make the department and description field mandatory or non-mandatory on the Purchase requisition page.
              2. The department field on the page can also be disabled or enabled as per user requirement.
              3. Any additional information can be captured by creating customs on the page. Users can add a custom field using the Custom Field page under the Advanced Settings.



            Updated: 1 day ago
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