Manually Selecting Requisitions for Sourcing

Buyer

Select a buyer on which to base the search. The buyer is the person responsible for the requisition.

Supplier ID

Select a supplier.

Origin

Select the origin for the requisition. Origin codes are established on the Origin Codes page and help identify the origins of transactions.

Category

Select a category on which to base a requisition search. Requisitions that meet other search criteria and that are in the category you select appear in the search results.

Max Rows(maximum rows)

Enter the maximum number of rows that you want to display in the Select Requisition Lines grid box. These are the returned rows that match the criteria you enter.

Requisition ID

Select a requisition on which to base the search.

Include Reqs With No Supplier (include requisitions with no supplier)

Select to review requisitions with or without a suggested supplier.

Requisition Name

Select the name of the requisition. The name helps you identify the requisition as it flows through the system. If you are using PeopleSoft eProcurement, this value is carried from the eProcurement requisition to the Purchasing requisition when the requisition is created in eProcurement.

Include Inventory Items

Select to include requisition lines that would normally be sourced from PeopleSoft Inventory.

Contract ID

Select a contract ID. Only requisitions that specify the contract ID are returned.

Requisition Type

Only used with ePro requisitions. If enabled, select a Requisition Type (Standard, Bill Only, and Bill and Replace) to view the list of requisitions of the selected type.

To enable the requisition type, see ePro Installation Options Page.

Stockless Item

Select to retrieve requisition lines for stockless items.

Exclude Auto Source Item (exclude automatic source item)

Select to exclude items defined as automatic sourcing items. Items are flagged for AutoSourcing on the Purchasing Attributes - Purchasing Controls page by selecting the Auto Select check box under the Misc. Controls and Options section of that page.

Search

Click to search for the requisitions that match the criteria you entered. The system populates the Select Requisition Lines grid with requisitions that match the criteria you enter. To perform another search, change the criteria and click the Search button again.

Define PO

Select to define purchase orders using the structure of requisitions as they appear on this page, instead of letting the system create it using the predefined rules.

The PO Calculations process does not overwrite these purchase order configurations, even if the Consolidate with Other Reqs check box on the requisition is selected. In addition, you must specify the supplier for the purchase order, as the PO Calculations process does not select a supplier for you.

If selected, the information that you view on the Requisition Selection - Sourcing page is exactly what will be on the purchase order and each requisition line that you source will be on its own purchase order line, even if others exist for the same item.

If you want to use the Define PO check box, you must select this check box before selecting requisitions for sourcing. Similarly, if you don't want to use the Define PO check box, you must clear the check box before selecting requisitions for sourcing.

If you are sourcing to PeopleSoft Inventory or do not select this check box, the information that you see on this page is either used for creating inventory demand in the Build Inventory Demand process (PO_REQINVS) or is updated in the PO Calculations process.

No

No

Yes

In this scenario, this value can never be set to No.

Priority

No

Yes

Yes

Priority

No

Yes

No

Suggested

All Lines From Req (all lines from requisition)

Select to source all lines from the same requisition.

Check Item Available

Select this check box if you want to be informed that there is available stock for this item and that you have the option to source the selected requisition line from PeopleSoft Inventory.

If there is enough available inventory, the system asks you whether you want to source this request from inventory. If you select Yes, the system sets the inventory source option accordingly.

PO Item Supplier Option

Select a purchase order supplier option. This value appears by default from the PO Item Supplier Security Option defined on the Purchasing Definition - Business Unit Options page for the PeopleSoft Purchasing business unit that you entered on the Requisition Selection - Sourcing page. Values are:

No Edit Required: The system does not verify whether selected items are defined for the current supplier on the item-supplier table. You can select a more restrictive rule, if necessary.

Edit Required When Use Item ID: The system verifies the item-supplier combination only for items with item IDs and not for those ordered by description only. This value cannot be changed.

Edit Required Must Use Item ID: The system requires item IDs and verifies item-supplier combinations. This value cannot be changed.

Include

Select to include the requisition line for sourcing. After you select a requisition line, it becomes unavailable for entry. To make any further changes to the requisition line, clear the check box, make the change, then select it again.

Supplier ID

Select the supplier that you want to use on the purchase order. The system stores the last supplier ID, whether entered or loaded from a requisition line. If you include a line without specifying a supplier ID, the system uses the last entered supplier ID as the default. If you include a line without specifying a supplier ID and the stored supplier ID is blank, the system issues an error message. You cannot change the supplier when a contract is specified.

Supplier Location

Select the supplier location used for ordering and determining the pricing location. The priority location appears by default from the item and shipto or from the item supplier.

See Purchasing Attributes -Item Supplier (ITM_VENDOR)Page.

PO Qty (purchase order quantity)

Displays the purchase order quantity. The quantity appears as a default value from the requisition line.

You can enter a purchase order quantity that exceeds the original requisition open quantity (oversourcing). You can also enter a quantity that is below the original requisition open quantity (partial sourcing), but only when all the requisition schedules for the line are charged by quantity.

Partial sourcing and oversourcing is possible only when the Define PO check box is selected.

PO UOM (purchase order unit of measure)

Displays the UOM that you want to use on the purchase order. The UOM appears by default from the requisition line. If you are working with an ad hoc item, you can enter any UOM. If there is an item ID on the line, available UOMs are those in the INV_ITEM_UOM table.

Click the View Related Links button to view details about the item. You can then select to view the item's availability or substitute items for the item.

Identifies the item substitute is available

Description

Click to view a description of the item.

Req ID(requisition ID)

Displays the requisition ID to which this requisition line belongs. Click the link to access additional requisition details.

Line # (line number)

Displays the originating requisition line number.

Procurement Card

Displays the actual value of the procurement card assigned to the requisition or if no procurement card was assigned to the requisition as of yet it will display Procurement Card.

Click the linked procurement card value to access the Requisition Selection - Procurement Card Information page. Use this page to override the current procurement card, view the current procurement card information or to assign a procurement card.

Calc Price (calculate price)

Indicates whether the PO Calculations process should recalculate the price or use the price from the requisition. If set to Y (yes), the PO Calculations process recalculates the price. If set to N (no), the PO Calculations process uses the price from the requisition. This option is set to Y and cannot be changed when using an item ID and a contract is specified.

Schedule Split

Indicates that the quantity had been partially sourced.

Staging Information

Click to access the Staging Information page. The page displays staging information for the requisitions that you selected for staging.

Check for Contract

Click to have the system search for and use appropriate contracts on manually entered purchase orders. This enables you to receive contract prices for requisition items and to more accurately track budgets, pre-encumberance balances and control contract leakage and can be established at the business unit level.

This button appears when you have selected to automatically default a contract onto a requisition. Select the Default Contract on Req check box on the Business Unit Options page.

When you click the Check for Contract button, the system searches for manually entered purchase orders and requisitions and ensures that the correct contract is selected for use with the requisition. After locating possible contracts, the system copies them to transaction lines. The contract check takes place when the Supplier, Quantity, UOM, ShipTo, Item, or Item Description fields are created or changed. You can override contracts that have been selected by the system using the requisition header.

Req ID (requisition ID)

Click to access the Requisition Details page.

Req Line (requisition line)

Click to view details about the requisition line.

Req Sched (requisition schedule)

Displays the schedule line number that includes this requisition line.

Requisition Name (requisition schedule)

Displays the name assigned to the requisition when it was created. If you are using PeopleSoft eProcurement this value is carried from the eProcurement requisition to the Purchasing requisition. Requisition names assist you in identifying purchase orders associated with eProcurement requisitions.

UOM (unit of measure)

Displays the unit of measure for this requisition line.

Due Date

Displays the shipment due date to populate the requisition schedule. You define the due date when you create requisition header defaults.

Req Qty (requisition quantity)

Displays the number of items for this requisition line.

Amount Only

Indicates that this requisition line is specified as amount only.

Qty Req St (quantity requested standard)

Quantity ordered expressed in the item standard unit of measure.

% Prc Tol Under (percent price tolerance under) and Price Tol Under (price tolerance under)

The under-percentage and under-amount price tolerance per unit. This indicates the acceptable range within which the price can fall below that on the created purchase order. The tolerance appears by default from the Maintain Requisitions - Requisitions page under the Sourcing Controls tab for the requisition.

Change Supplier

Select this check box to activate the Change Supplier link to access the Override Selected Requisition Supplier page, where you can change the supplier on all selected lines simultaneously.

Location

Supplier location used for ordering.

Item

Item ID from the requisition line.

When you order an item that has a valid outstanding contract and the contract supplier is not selected for the line, the system displays a warning. You can decide to continue the transaction using the non-contract supplier.

Select All

Click this link to select all lines on the page for sourcing.

Clear All

Click this link to clear the selection for all lines on the page.

Split Line

This button becomes available after you change the quantity on a line that you want partially sourced. Click to insert a new line with the unsourced requisition quantity. You can source the remaining requisition quantity to different suppliers.

Contract SetID

Displays the SetID to which the contract belongs.

Contract Version

Displays the contract version number. Procurement contract versions refer to the revision of the procurement contract transaction. Contract versions enable contract administrators to create and maintain multiple versions of a contract in the procurement system. To use contract versions, you must select the Use Version Control check box on the Contract and Vendor Rebate Controls page.

Contract Line Nbr(contract line number)

Displays the contract line number to which this line item belongs. Contract line numbers represent each item that is on a contract.

Category Line Number

Displays the 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.

Group ID

Displays the line group ID associated with the contract line number.

Use Contract if Available

Select to apply negotiated prices for purchases and transactions against the contract. The system searches for purchase order, general, and release-to-single-PO-only contracts. Batch processing uses a different set of rules and does not automatically apply contract prices to requisitions.

See .Establishing PeopleSoft Purchasing Business Units

Item ID

This field is available for entry when the requisition line contains an ad hoc item (description only). This enables the buyer to enter an item ID, when appropriate, based on the ad hoc item description entered by the requester

Item Description

Displays the type of item

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. (This is also referred to as only ‘Original Item’ in some cases where the Item may or may not have been substituted.)

Auto item Substitution

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.

Card Number, Card Type, and Expiration Date

Displays the procurement card information associated with the current procurement card on the requisition.

Card Number

Select the card number to override the current procurement card number on the requisition or select a procurement card that you want to assign to the requisition if a procurement card was not previously assigned.

Only the valid procurement cards for the user who is making the requisition selection appear as valid procurement cards in the drop down list. This user must also have the access rights to use a procurement card on a requisition.

Card Type and Expiration Date

After you select an override procurement card these fields display the information associated with that procurement card.

Don't use Procurement Card

Select this check box if you do not want to use a procurement card as a payment method for this requisition that is being sourced to a purchase order. If you select this check box no procurement card will be associated with the purchase order.

PO Date

Identifies the date to be used on the purchase order. This value can be changed if the system is assigned the purchase order date. If you are adding to an existing purchase order, the purchase order date appears by default from that purchase order.

User Assign ID

Select to source the requisition lines to the purchase order ID that you enter in the PO ID field. The purchase order must be an existing or reserved purchase order for the same supplier. If selecting an existing purchase order, only those in Initial, Pending Approval, or Approved status that have never been dispatched are available for selection.

Use Procurement Card

Click this link to access the Requisition Selection - Procurement Card Information page. Use this page to maintain the procurement card information for the requisition being staged to become a purchase order.

The procurement cards that appear for selection on this page are related to the buyer who also has the rights to use a procurement card on a purchase order. Plus, any supplier cards appear as well for the buyer and supplier and location if the supplier accepts procurement cards as a payment method.

Procurement cards will be visible here if they came over from the requisition or set as a default from the supplier. The buyer has the ability to change this card information to a card that they are authorized to use.

Line and Sched (schedule)

If you selected Define PO, this is the purchase order line and schedule number. If you did not select Define PO, this is the line and schedule number from the requisition.

Item ID

This field is available for entry when the requisition line contains an ad hoc item (description only). This enables the buyer to enter an item ID, when appropriate, based on the ad hoc item description entered by the requester.

When the requisition line contains an item ID, this field is unavailable for entry. The buyer may use the Substitute Items functionality to enter a substitute item.

Price

The unit price for this requisition line appears by default from the requisition and is used on the purchase order if the Define PO check box is selected. If the Calculate Pricecheck box is selected on the requisition, the PO Calculations process recalculates the price.

Freight Terms

This field identifies the freight terms code associated with the purchase order's schedules.

Amount

Total line amount in the displayed currency.

Distribute by

The distribution method by which you allocate the expense account distribution appears by default from the requisition. Values include Amount or Quantity.

If you select Quantity, the sum of all distribution quantities must equal the schedule quantity. Inventory items must be distributed using the quantity distribution method.

If you select Amount, the sum of all distribution amounts must equal the schedule amount (merchandise amount).

Both options enable you to distribute by percent.

PO Qty (purchase order quantity)

Identifies the quantity on the distribution. You can change the default distribution quantity. If the distribution method is Amount, the purchase order quantity is not available for entry.

Amount

Identifies the distribution amount. You can change the default distribution amount here. If the distribution method is Quantity, the amount is not available for entry.

Percent

Identifies the distribution percent. You can enter the distribution percent if the distribution method was either Quantity or Amount. If you change the amount or quantity, the percent is adjusted. If you change the percent, the amount or quantity is adjusted. In either case, the total must equal 100 percent.

Location

Represents the internal destination of the distribution, which can differ from the ship to location for the schedule. For example, the ship to location for the schedule might be corporate headquarters, and the distribution location might be a particular floor's supply room.

Match Action

Indicate whether you want PeopleSoft Payables to perform matching before payment of the voucher.

Match Rule

Select a match rule from the available options. Match rules are defined on the Match Rules page and activated on the Match Rule Control page.

Payment Terms Basis Date Type

Specify the date that should be used to calculate the voucher payment terms in PeopleSoft Payables.

Dispatch

Select this check box to indicate that the purchase order should be dispatched upon creation.

Method

Select a dispatch method. Values are Print, Fax, Email, EDX, or Phone.