Understanding the Purchasing Requisition Loader Application Engine Process (PO_REQLOAD)

The Purchasing Requisition Loader process collects purchase requests from PeopleSoft Inventory, PeopleSoft Order Management, PeopleSoft Project Costing, PeopleSoft Product Configurator, PeopleSoft Maintenance Management and from PeopleSoft Purchasing or external systems. The process loads the requests into PeopleSoft Purchasing, where requisitions can be created for them.

These different sources of requisition data are called system sources. The PO Batch (purchase order batch) and External Source are always valid system sources for the Purchasing Requisition Loader process. Valid system sources for other PeopleSoft applications appear if you have those applications installed.

The Purchasing Requisition Loader process identifies each loaded purchase request by its requesting business unit. It uses default requester, item, and supplier information to generate requisition lines for sourcing purchase orders or generating inventory demand transactions. Before running the Purchasing Requisition Loader process, you must establish this requisition default information on the Requisition Loader Defaults - Req Loader Defaults (requisition loader defaults - requisition loader defaults) page. Use this page to set up default values for each business unit, system source, and loader business unit combination for which you want to process purchase requests. These default values populate appropriate empty requisition fields when the process runs.

You can use the Requisition Loader Defaults - Overrides and Options page to set override options for the Purchasing Requisition Loader process. The values and status that you define on this page replace the applicable existing requisition field values when the process runs.

The Purchasing Requisition Loader process initially validates the requesting business unit ID and identifies SetID-related information. If the process does not encounter any errors, it changes the purchase request status to being processed. The Purchasing Requisition Loader process generates a requisition for the valid request rows and assigns it the next sequential requisition ID for the PeopleSoft Purchasing business unit.

This process will also populate the procurement card information on the requisition if default procurement card information is defined for the requester. If during this process the system determines that the procurement card has expired, it will go ahead and create the requisition without the procurement card information. In this situation the process does not issue any messages. Finally, the process then sets the status of the valid request rows to Processed. If the Purchasing Requisition Loader process encounters an error in processing the purchase request rows, it stops processing and leaves the purchase requests unchanged.

PeopleSoft Integrated FieldService, PeopleSoft Purchasing, and external system purchase requests are stored on the PO_REQLOAD_RQST table. You should purge the PO_REQLOAD_RQST table periodically by using the Purge Reqload Requests process (PO_RLRQPRG).

You can also default contract information into the requisition loader by using Default Contract on Req check box on the Purchasing Business Unit Options page. This makes the contract available to automatically default onto requisition and purchase order transactions.

The system searches for and ensures that the correct contract is selected for use with the requisition. Any pricing changes for the requisition are called by the AE_PO_CMPRICE process to handle the pricing related to the defaulted contract. For example, if a contract is defaulted into the requisition loader, it will have its related contract price in the requisition item. The system also verifies that the Auto Default check box is selected on the Contract page.

Note: Depending on the PeopleSoft Framework Approval setting for the requisition, the update might be required to go through approval workflow.

See Contract Pricing for Requisitions and Purchase Orders.

This section discusses Purchasing Requisition Loader process system sources. The process looks to these various sources to see if any transactions are available for requisition creation.

Inventory System Source

When running the Purchasing Requisition Loader process, you can have it query the PeopleSoft Inventory system source (REPLEN_RQST_INV table) for inventory items that require replenishment. To have the process query this table, select a system source field value of BIN (inventory batch) on the Requisition Loader page.

The Purchasing Requisition Loader process retrieves PeopleSoft Inventory requisitions in Ready status. While the Purchasing Requisition Loader process is processing the inventory requisition, the inventory requisition is in a process status. Once the Purchasing Requisition Loader process successfully creates a requisition for the inventory requisition, the inventory requisition is in Processed status. If the item ID is not a valid PeopleSoft Purchasing item, the inventory requisition schedule status is set to Error.

The Purchasing Requisition Loader process requires a default account code, which you set up on the Requisition Loader Defaults - Req Loader Defaults page. The value that you define populates the account code on the requisition's distribution lines. This is typically defined with an accrued liability account rather than the expense or inventory account when the Purchasing Requisition Loader process loads replenishment requisitions from PeopleSoft Inventory. Because these replenishment requests will be putaway into inventory, the Inventory Accounting Line generation process determines the appropriate inventory account for the putaway transaction, and the offset accounting information originates from the Requisition's General Ledger ChartFields. In addition, the DISTRIB_TYPE field can be populated from the replenishment request, carried through PeopleSoft Purchasing, and passed back to PeopleSoft Inventory with the receiving transactions. The information is then passed to PeopleSoft Cost Management, which creates the appropriate PeopleSoft General Ledger transactions. The offset account information, which is in the PeopleSoft General Ledger ChartFields on the purchase order, is populated by PeopleSoft Payables and used on the voucher transactions to offset the actual AP Liability when the voucher is posted.

Order Management System Source

When running the Purchasing Requisition Loader process, you can have it query the PeopleSoft Order Management system source (ORD_SCHEDULE table) for order line items that require direct shipment from the supplier to the customer. To have the process query this table, select a system source field value of BOM (order management batch) on the Requisition Loader page.

The Purchasing Requisition Loader process retrieves direct shipment purchase requests that meet the following criteria:

Field	Field Value
TRFT_SRC_TYPE IN_FULFIlL_STATE TRFT_DISPOSITION or TRFT_SRC_TYPE IN_FULFIlL_STATE TRFT_DISPOSITION	3 (New Requisition) 10 (Pending) 2 (Direct Receipt) or 3 (New Requisition) 10, 70 (Pending, Depleted) 1 (Direct Ship)
ORD_SCHEDULE.ORD_SCH_STATUS	O (open)
ORD_SCHEDULE.PO_DISTRIB_STATUS	1 (active)
ORD_SCHEDULE.PO_HOLD_FLAG	N (no)

If the special handling check box (SPEC_HANDLE_CODE) is selected on the order schedule, the Purchasing Requisition Loader process uses the shipping method code (SHIP_TYPE_ID) and carrier ID (CARRIER_ID) on the order schedule for the requisition schedule. The same shipping method and carrier ID information is used on the purchase order. If the purchase request is for a configured product, the Purchasing Requisition Loader process also retrieves the configuration code (CONFIG_CODE) and template ID (TEMPLATE_ID). Each requisition line generated carries the ship to customer ID (SHIP_TO_CUST_ID) from the PeopleSoft Order Management sales order.

While the Purchasing Requisition Loader process is processing the direct shipment purchase requests, the direct ship from supplier schedule is in In Process status. Once the Purchasing Requisition Loader process successfully creates a requisition for the purchase request, the direct ship from supplier schedule status changes to Processed. If the item ID is not a valid purchasing item, the Purchasing Requisition Loader process changes the schedule status to Error. The Purchasing Requisition Loader process updates the PeopleSoft Order Management sales order with the requisition information. View the requisition in PeopleSoft Order Management on the Shipment Schedules page.

Note: Direct ship from supplier orders are not eligible for receiving in PeopleSoft Purchasing because they are normally sent directly to a customer site and received there.

Project Costing System Source

When running the Purchasing Requisition Loader process, you can have it query the PeopleSoft Project Costing system source (PROJ_RESOURCE table) for PeopleSoft Project Costing purchase requests. To have the process query this table, select a system source field value of PPC (project costing online entry page) on the Requisition Loader page.

The Purchasing Requisition Loader process retrieves PeopleSoft Project Costing purchase requests that meet the following criteria:

Field	Field Value
DEFAULT_ANALYSIS_TYPE	REQ (required)
PO_DISTRIB_STATUS	1 (active)

While the Purchasing Requisition Loader process is processing the PeopleSoft Project Costing purchase request, the Project Costing order is in In Process status. Once the Purchasing Requisition Loader process creates requisitions from the PeopleSoft Project Costing purchase request, it adds a requisition ID to each of the requisition transactions on the PROJ_RESOURCE table. It also changes the PO_DISTRIB_STATUS of the requisition transactions on the PROJ_RESOURCE table to Processed.

Maintenance Management System Source

When running the Purchasing Requisition Loader process, you can have it query the PeopleSoft Maintenance Management system source (WM_WO_SCHED_PO table) for description only or non-inventory line items that need to be sourced through PeopleSoft Purchasing. To have the process query this table, select a system source field value of WM (Maintenance Management) on the Requisition Loader page.

The Purchasing Requisition Loader process retrieves PeopleSoft Maintenance Management requisitions in Ready to Stage status (WO_REQ_STATUS). While the Purchasing Requisition Loader process is processing the maintenance management requests, the maintenance management requisition status is In Process. Once the Purchasing Requisition Loader process successfully creates a requisition for the maintenance management requisition, the maintenance management requisition is in Complete status.

The Purchasing Requisition Loader process retrieves the PeopleSoft Maintenance Management procurement distribution rows if the item is non-inventoried or open description. It then copies the distribution rows to the requisition. It also copies the project business unit, project, and project activity from the work order.

Plus, the process will clear the asset information for distributions that are associated with PeopleSoft Maintenance Management work orders because requisitions associated with work orders cannot be designated for PeopleSoft Asset Management.

External System Sources

External system sources for the Purchasing Requisition Loader process include third-party systems, PeopleSoft Integrated FieldService, and PeopleSoft Purchasing. Each of these external system sources stages requisition data to the PO_REQLOAD_RQST table.

The following table lists the system source field values that designate external systems sources on the Requisition Loader page:

External System Source	System Source Field Value
PeopleSoft Purchasing	BPO
PeopleSoft CRM FieldService	BPO
Third-party data source	FRM (external form)