Creating Requisition Lines

Click the Details button to access the Maintain Requisitions - Details for Line page. Use this page to view the details for the requisition lines.

Item

Select the ID of the item that you want to order. If the item that you want to order does not have an item ID, you can order the item by description only. To do this, enter item information in the Description field.

Description

Enter a description of the item that is listed in the Item field. If you are ordering an item by description only, enter item information in this field. If you specify an item ID, the description appears from the Purchasing Attributes page.

Item Search

Click to access the Item Search Criteria page where you can enter search criteria to locate and select an item that you want to apply to a requisition line. If you select this button from a requisition line with an item ID, you can replace the current item with the item that you select on the Item Search Criteria page.

See Item Search Criteria Page.

Quantity

Enter the item quantity to order. The quantity is recalculated if you change the unit of measure.

UOM (unit of measure)

Select the unit of measure for the requested item.

Category

Enter the category for the item on the requisition line. If you specify an item ID, the category appears from the Purchasing Attributes page; you cannot change it.

Price

The item price derived through the pricing default hierarchy. You can change this value if it is enabled according to the default hierarchy. If you are ordering an item by description only, enter the item price. The price can also be derived based on contract pricing or price adjustment.

If you are using commitment control, the price field is unavailable for modification when a requisition schedule that is distributed by quantity has been partially or fully sourced to a purchase order. This field is also unavailable for modification when you are creating a change order for a requisition (that is distributed by quantity) that has been partially or fully sourced to a purchase order.

Merchandise Amount

Displays the total amount for the requisition line.

Status

Displays the status of this requisition line.

Use ProCard (use procurement card)

This check box appears as selected for the line if you have the Use Procurement Card check box selected at the header level. If you select this check box, this purchase order line will be charged to the procurement card.

Click the Line Comments button to access the Line Comments page. Use this page to maintain line comments.

Click the Line Defaults button to access the Details for Line page. Use this page to maintain line defaults.

Click the Schedule button to access the Maintain Requisitions - Schedule page, where you can view schedule shipment details and distribution information.

Click the Cancel Line button to cancel the line on the requisition.

Status

Displays the current status of the requisition.

Supplier and Priority location

Displays the supplier and the priority location for the item and supplier.

See Defining Purchasing Item Attributes

Original substituted item

Displays the original item ID on a procurement transaction that is being substituted. Once an Original Substituted Item is designated for a procurement transaction, it is carried all the way through to the receipt and cannot be changed. (The field name is also referred to as Original Item in some cases where the Item may or may not have been substituted.)

Substitute Item search

Select to display all the related substitute items

RFQ Required (request for quote required)

Select to indicate that this requisition line must be submitted for supplier quotes before purchase order sourcing. The setting of the RFQ Required check box appears as a default value from the Item Category - Purchasing Item Attribute Hierarchy.

If you can override the RFQ required rule, which you set on the User Preferences: Procurement - Requisition Authorizations page, you can select or deselect the RFQ Required check box on this page.

If you cannot override the RFQ required rule, you can only select the RFQ Required check box if it is deselected. You will receive an error message if you try to deselect the RFQ Required check box if it is selected.

Stockless Item

Select to indicate that the ordered item is for par replenishment. This check box is available only if the selected item is set up as stockless, according to the default hierarchy for stockless items.

Device Tracking

Indicates whether a line contains a device-tracked item.

Supplier Item ID

Enter the item ID used by the supplier for this item.

Supplier's Catalog

Enter the item ID used by the supplier for this item.

Manufacturer ID

Enter the item ID that the supplier uses for this item.

Manufacturer's Item ID

Enter the manufacturer's item ID that the supplier uses for this item.

UPN Type

Select applicable UPN Type Code.

UPN ID

Select applicable universal product number that is defined by a unique combination of item ID, manufacturer ID, manufacturer item ID, and Unit of Measure.

On selecting the UPN ID, the item line information associated with the selected UPN ID will be populated.

For inventory items, if you have set up the information in the Item Manufacturer UPN table, this information appears by default into the contract. If you order by UPN ID, the item ID and related information is copied to the purchase order or requisition line. The system verifies that the UPN ID is valid for inventory items and matches what is set up in the Item Manufacturer UPN table.

When the Inventory Item ID has been left blank, an attempt will be made to retrieve the Inventory Item (from the Item Manufacturer UPN table) based on the UPN ID entered. UPN ID is the only value required for looking up the item in the Item Manufacturer UPN table. If a match with the Item Manufacturer UPN Table has been found, all of the fields associated with the UPN ID (Item ID, UPN Type, Mfg ID, Mfg Item, and UOM) will be defaulted onto the transaction line along with other Item attributes required for the requisition like Item description, Price, Supplier etc. No confirmation message will be displayed.

Clicking on the Item Search Icon will bring up the Substitute Item page (SUB_ITM_SRCH) that will allow the user to view all items available to substitute.

Item Details

Click to access Item Details page that provides item attributes.

Buyer

Select a buyer for the requisition line. If you select a new value on the requisition that is tied to a different default buyer (item, supplier, or category, for example), the value in this field is overridden with the new default buyer value. The buyer's name appears in the Name field after you select the buyer.

Name

Displays the buyer's name that corresponds to the buyer ID.

Physical Nature

Select to indicate whether the object is a physical good or service. Values are Goods and Services.

Where Services Performed

Select to indicate the location where the service is most often performed:

Buyer's: Select if the service is physically performed at the buyer's location.

Ship From: Select if the service is physically performed at the ship from location.

Ship To: Select if the service is physically performed at the ship to location.

Supplier's: Select if the service is physically performed at the supplier's location.

Zero Price Indicator

Select to indicate that the line item is zero-priced. This option is deselected and unavailable for entry for ad hoc item orders.

Amount Only

Select this check box to designate the line as an amount-only line. If you select this check box when creating a new requisition line, these actions occur on the requisition:

• The requisition and schedule quantity are set to 1 and these fields become unavailable for entry.

• The Price field on the line is available for entry. The price amount that you enter becomes the schedule price and amount.

  Note: An amount-only line cannot be priced at zero.

• The Inspection Required check box is unavailable for entry.

• The Consolidate with other Reqs, and Inventory Source Flag check boxes are unavailable for entry.

• The Distribute By and Liquidate By fields are set to Amount and become unavailable for entry.

• The PeopleSoft Inventory business unit field is cleared and this field becomes unavailable for entry.

In addition, amount-only requisition lines can have only one schedule line. The system prevents you from adding another schedule line by removing the Add Row button on the Maintain Requisitions - Schedule page.

If you have an existing requisition line, and then select this option, each of these values discussed previously is reset. If you are using commitment control, changing the setting of the Amount Only check box causes the resetting of the budget status to not checked.

The Amount Only check box is not available for entry under these conditions:

• The requisition line originated from PeopleSoft Inventory, PeopleSoft Project Costing, PeopleSoft Product Configurator, PeopleSoft Maintenance Management, and PeopleSoft Order Management.

• The requisition line has been partially or fully sourced to a purchase order, request for quote, service work order, or strategic sourcing.

If PeopleSoft Strategic Sourcing is installed in your environment, you can set the Amount Only and RFQ Required check boxes at the same time. If PeopleSoft Strategic Sourcing is not installed, the Amount Only and RFQ Required check boxes cannot be set at the same time. If both check boxes are selected at the same time, the system issues a warning message prior to deselecting the Amount Only check box.

Inspection Required

Select to require that this item be inspected. You define inspection instructions at the item level on the Inspection Routing page. This inspection instruction information is captured upon receipt and can be modified or overridden at the time of inspection.

Inspect ID

Select an inspection ID. This field becomes available when you select the Inspection Required check box.

Procurement Group ID

Select an existing Procurement Group ID for the item (search on partial or full values of the Procurement Group ID, Short Name or Description). When you select a Procurement Group ID, an edit enforces that the Receiving Required option is set. A save-time edit verifies that all items in the Procurement Group ID belong to the same Asset Management Business Unit value when the Allocate Purchasing Group to Assets option is selected on the Purchasing Options page. See Purchasing Options Page

See Understanding Procurement Groups in PeopleSoft.

Primary Unit

Select this item as the primary unit for the procurement group. If this item has already been designated as primary for the procurement group, then the primary unit check box is automatically selected when the item ID is entered on the transaction line. Only one Item ID (or Description-Only item) can be set as Primary Unit for a procurement group. If you try to select an item (or Description Only item) as the primary unit and one has already been designated for the group, this results in an error message that disallows selection. This edit spans all transactions for Requisitions, Purchase Orders, Receipts and Vouchers.

When an Item is Serialized and set as the Primary Unit, the system forces a Unit Allocation Qty = 1. If the Primary Unit flag is selected after Unit Allocation Qty > 1, a message lets you know that the system is resetting the Primary Unit Allocation Qty to 1 because this is a serialized item. When an Item is non-serialized and the Unit Allocation fields are blank, an error message informs you that the Unit Allocation fields are blank and you need to enter an Unit Allocation Qty or Allocation Amt.

Unit Allocation Qty

Enter a Unit Allocation Qty if the Amount Only field is deselected. If the Allocate Purchasing Group option is enabled on the Purchasing Options page, the value in this field determines how many asset lines are generated; for example, one asset line per each unit of allocation quantity until the sum totals the receipt line distribution quantity.

Unit Allocation Amt

The Unit Allocation Amt can only be entered when the Amount Only field is selected. If the Allocate Purchasing Group option is enabled on the Purchasing Options page, the value in this field determines how many asset lines are generated: one asset line per each unit of allocation amount until the sum totals the receipt line distribution amount.

Click the Contract Search button to access the Contract Search page, where you can perform advanced searches for contracts See Contract Search Page.

You can also search based on the contract style.

SeeContract Style page.

Contract ID

Select the contract ID that you want to associate with the requisition line.

Contract terms and pricing on the requisition may not reflect the true contract terms and pricing. When the requisition is sourced to a purchase order, the PO Calculations process calculates the purchase order terms and pricing according to the contract conditions.

If a supplier is selected, you can select only from those contracts that are set up with the supplier. If a supplier is not defined yet, the supplier associated with the specified contract appears. After you have specified a contract, you cannot change the supplier. The Override Suggested Supplier check box is deselected and is unavailable for entry. If an item ID exists on the contract, the Calc Price (calculate price) check box is selected and unavailable for entry.

You can select a contract ID and not the contract line number only if the contract is defined as an open item contract. This option is available for item ID, description-only, and amount-only lines. Amount-only requisition lines can be associated only with open-item contracts.

To be eligible for selection on this page, the contract must be in Approved status and cannot be defined as an amount-only contract. Even if you do not specify a contract here, if you source the requisition through the PO Calculations process, the process may find an eligible contract for the requisition, and that contract is used on the purchase order.

If the purchase order business unit's RFQ required rule indicates that the contract ID should be copied to the transaction if a valid contract is located, the contract ID and line number will be supplied by default to the requisition line.

See Understanding Voucher and Order Contracts.

Contract Version

Select the contract version that you want for this requisition line. Multiple versions are available when you are using version control. Contract versions enable contract administrators to create and maintain multiple versions of a contract in the procurement system. The field appears when version control has been established for the business unit.

You define user authorization for changing a version using the Purchase Order Authorizations page. To access the page, select Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences > Procurement and click the Purchase Order Authorizations link. You must have the authority to update the contract version.

Contract Line

Select the contract line that you want to apply to this requisition line.

Category Line Number

Select a contract category line number. Categories enable you to specify groups of items on a contract, rather than having to enter the items one at a time.

Use Contract if Available

Select to use contract pricing for this requisition line item. This overrides the setting of the Calculate Price check box on the Sourcing Controls tab that determines whether the system uses purchase order sourcing to define a contract. When you select the Use Contract if Available check box, the system uses the contract that you select for pricing an item on this requisition row.

The Use Contract if Available check box is selected if the Contract Required check box is selected on the Purchasing Controls tab of the Purchasing Attributes page.

When you search for a contract and select to use the contract, the system automatically selects the Use Contract if Available check box.

GPO Contract (group purchasing organization contract)

Select the group purchasing organization contract number.

GPO ID (group purchasing organization ID)

Select the group purchasing organization ID.

Group ID

Displays the line group to which this line item belongs. A line group is a bundle of items that buyers use in PeopleSoft Strategic Sourcing to obtain better pricing for items. The system populates the Group ID field when:

• The line is being awarded from PeopleSoft Strategic Sourcing to the requisition.

• Requisition sourcing selects a contract line that has a group ID assigned to it.

  The group ID is copied from the contract line to the requisition line.

• A line group contract line is selected when you create a new requisition and the group ID is copied from the contract line to the requisition line.

  See Line Groups.

Source Date

Enter the date when the requisition is available for sourcing. The default value is the current system date. The requisition is available on the Requisition Selection page and AutoSelect Req page only after the source date.

Calculate Price

Select to have the PO Calculations process recalculate the sourced purchase order price based on the supplier selected. If this check box is deselected, the requisition price is the purchase order price.

Override Suggested Supplier

Select to enable the sourcing process to override the suggested supplier. If you select this check box, the system overrides any supplier suggested on the requisition line with the supplier selected based on the applicable sourcing method.

The setting of this check box depends on the setting of the Override Preferred Supplier check box on the User Preferences - Procurement: Requisition Authorizations page.

If the Override Preferred Supplier check box is selected, the Override Suggested Supplier check box is selected and can be deselected.

If the Override Preferred Supplier check box is deselected, the Override Suggested Supplier check box is selected and cannot be deselected. The logic behind this setting is that if you are not authorized to override the preferred supplier, you must accept the supplier selected by the PO Calculations process.

Consolidate with other Reqs (consolidate with other requisitions)

Select to source the line item to a purchase order line, along with quantities of the same item from other requisitions.

If selected, you must also select the Override Suggested Supplier check box.

Source to Inventory

Select to source this requisition line from inventory. The check box is selected by default for inventory items. If the check box is selected, the Build Inventory Demand process (PO_REQINVS) attempts to fulfill the request. If it cannot fulfill the full demand, the remaining order quantity is sourced to a purchase order.

Auto Item Substitute

Select to uncheck the ‘Auto Item Substitution’ box on a Requisition Line when you wish to retain the current Item ID and do not want it automatically substituted during sourcing. Additionally, you will be able to reject a Substitute Item found by Auto Item Substitution on the online requisition.

Sourcing Controls

Select the method for sourcing tolerances. Values are:

• % Unit Price Tolerance

• Unit Price Tolerance

% Unit Price Tolerance (percent unit price tolerance)

If you select a sourcing control of % Unit Price Tolerance, then enter the upper base price tolerance on a percentage of the suggested requisition price. If you want no tolerances to apply, enter exactly 999.99.

% Unit Price Tolerance - Under (percent unit price tolerance - under

Enter the lower price tolerance percentage. Prices that are less than this tolerance are rejected. A tolerance of 0 means that the requisition price must match the purchase order price. It does not mean that tolerances do not apply.

Unit Price Tolerance

If you select a sourcing control of Unit Price Tolerance, then enter the upper base price tolerance on an amount over the suggested requisition price. In Add mode, 999999.99999 appears by default. If you want no tolerances to apply, enter exactly 99999999.99999.

Unit Price Tolerance - Under

Enter the lower unit price amount tolerance. Prices that are less than this tolerance are rejected. A tolerance of 0 means that the requisition price must match the purchase order price. It does not mean that tolerances do not apply.

Buyer

Select a buyer for the requisition line. If you select a new value on the requisition that is tied to a different default buyer (item, supplier, or category, for example) the value in this field will be overridden with the new default buyer value.

Category

Displays the category to which the requisition line item is assigned.

Transaction Item Description

Enter a unique description for the item.

Merchandise Amount

Displays the total price of the items on the requisition line in the transaction currency.

Use Procurement Card to pay for this item

This check box appears as selected if at the requisition line level you have selected the Use ProCard check box. Select this check box if you want the procurement card to be the payment method for this requisition line.

Supplier ID (supplier identification)

Displays by default the first priority supplier ID for the requisition line, along with its default supplier location. You can override these values or enter values if the fields are blank.

Changing the supplier value may affect the supplier location, supplier catalog ID, supplier item ID, and buyer values for the requisition.

The supplier ID is supplied by default according to the hierarchy defined for Item Supplier ShipTo, Item Supplier Region, and Item Supplier tables.

Supplier GLN

Displays the GLN values based on the Supplier

Supplier's Catalog and Supplier Item ID

The supplier catalog and item ID assigned to the selected item-supplier combination appear. These values are supplied by default from the Purchasing Attributes - Item Supplier page.

RFQ Required (request for quote required)

The setting of the RFQ Required check box appears by default from the Item Category - Purchasing Item Attribute Hierarchy.

Select this check box to indicate that this requisition line must be submitted for supplier quotes before purchase order sourcing.

If you can override the RFQ required rule, which you set on the User Preferences: Procurement - Requisition Authorizations page, you can select or deselect the RFQ Required check box on this page.

If you cannot override the RFQ required rule, you can select the RFQ Required check box only if it is deselected. You receive an error message if you try to deselect the RFQ Required check box if it is selected.

Stockless Item

Select to indicate that the ordered item is for par replenishment. This check box is available only if the selected item is set up as stockless, according to the default hierarchy for stockless items.

Device Tracking

Indicates whether a line contains a device-tracked item.

Configuration Info (configuration information)

Click to access the Configuration Information page. For this link to be available, the line item must have configuration information with which it is associated. In addition, the requisition must have a PeopleSoft Inventory business unit defined and the Consolidate with other Reqs check box must be deselected.

UPN Type

Select applicable UPN Type Code.

UPN ID

Select applicable universal product number that is defined by a unique combination of item ID, manufacturer ID, manufacturer item ID, and Unit of Measure.

On selecting the UPN ID, the item line information associated with the selected UPN ID will be populated.

Physical Nature

Select to indicate whether the object is a physical good or service. Values are Goods and Services.

Where Services Performed

Select to indicate the location where the service is most often performed:

Buyer's: Select if the service was physically performed at the buyer's location.

Ship From: Select if the service was physically performed at the ship from location.

Ship To: Select if the service was physically performed at the ship to location.

Supplier's: Select if the service was physically performed at the supplier's location.

Zero Price Indicator

Select to indicate that the line item is zero-priced. This check box deselected and unavailable for entry for ad hoc item orders.

Contract ID

Select the contract ID that you want to associate with the requisition line. The adjacent field displays the contract line number.

Contract terms and pricing on the requisition may not reflect the true contract terms and pricing. When the requisition is sourced to a purchase order, the PO Calculations process calculates the purchase order terms and pricing according to the contract conditions.

If a supplier is selected, you can select from only those contracts set up with the supplier. If a supplier is not defined yet, the supplier associated with the specified contract appears. When you have specified a contract, you cannot change the supplier. The Override Suggested Supplier check box is deselected and unavailable for entry. If an item ID exists on the contract, the Calc Price (calculate price) check box is selected and unavailable for entry.

You can select a contract ID and not the contract line number only if the contract is defined as an open item contract. This option is available for item ID, description-only, and amount only lines.

Amount-only requisition lines can be associated only with open item contracts.

To be eligible for selection on this page, the contract must be in Approved status and cannot be defined as an amount only contract.

Even if you do not specify a contract here, if you source the requisition through the PO Calculations process, the process may find an eligible contract for the requisition, and that contract is used on the purchase order.

If the purchase order business unit's RFQ required rule indicates that the contract ID should be copied to the transaction if a valid contract is located, the contract ID and line number will be supplied by default to the requisition line.

Click the Contract Search button to access the Contract Search page, where you can perform advanced searches for contracts.

See Contract Search Page.

Version

Displays the contract version when you are using track changes for contracts.

GPO Contract (group purchasing organization contract)

Select the group purchasing organization's contract number.

GPO ID (group purchasing organization ID)

Select the group purchasing organization ID.

Calculate Price

Select to have the PO Calculations process recalculate the sourced purchase order price based on the supplier selected. If this check box is deselected, the requisition price is the purchase order price. This check box is available for entry for description-only items. This check box is selected and unavailable for entry for item ID lines when a contract is specified.