PURCHASE ORDERS - Requisitions

Use Requisitions to inform your Purchasing team what needs to be ordered from other areas of Spire before creating a new Purchase Order

  Create a Purchase Requisition in one of 4 ways:
 
  1.   New Purchase Order from a Requisition in Inventory

• • sort or filter (see Filters) the Inventory list to display Suggested Order Qty - which calculates Available Qty minus On Order Qty and takes into account Reorder Point and Minimum Order Quantity as established in Inventory Details > General tab

• • multi-select the items with a value in this column (select and drag selection to last item)
  • click on Requisition

   2.   New Purchase Order from a Requisition from Sales Order(s)

• • Access

• • • Sales Order List:

                     

• • • • set a Filter by Backordered column (displayed above) or sort the Sales Order List by Backordered by clicking on the column heading

• • • • select the order(s) with the Backordered indicator

• • • or - Sales Order Details - open the Sales Order that has one or more items on backorder:

                 

• • • • click on   Requisition
•   3.   New Purchase Order from a Requisition from Production Orders  (if Production Manager is purchased and active)
  • Access 
    • Production Order List - select the Production Order(s) from the filtered  or un-filtered list (see Filters):
    • Production Order Details - open the Production Order:

                   

  • click on Requisition 

• for the above 3 methods of creating a Requisition, there will be a pop-up Requisition list that will contain all items selected from the Inventory Item(s), with Required Quantity populated by the Suggested Order Qty

• • you have the option to change any of the following fields before they populate a new Purchase Order:
    •   leave item in or   take it out of the Requisition
    • Description 
    • Required Qty
    • UOM (if multiple UOM’s are setup for item selected)
    • Unit Cost - loads from Inventory > General tab > Current Cost unless there is a cost present in Inventory > Vendor Prices > Cost Price
    • Required Date 
    • Reference No
    • Vendor No - loads from Inventory > General tab > Primary Vendor
  • system-generated fields:
    • Source Type will display where the Requisition was created: Inventory / Sales Order / Production Order
    • Minimum Order loads from Inventory Details > General tab
    • Qty Received - once this list is processed into new Purchase Orders and issued, this list will track partial receipts and once fully received, the item will no longer be visible on this list
    • Source No will display either the Sales Order No or the Production Order No it was created from
    • Customer / Ship To would load in a Requisition that was created from the Sales Order module, but Customer may be manually selected here
    • Reorder Qty loads from Inventory Details > General tab
    • Target Type - Production Order (if purchased and active - see Production Requisitions) for manufactured items and Purchase Order for non-manufactured items
    • Order No will display the Purchase Order No that is created once this list is Processed                      

• • click on Save if you want to Process into Purchase Order(s) later, through the Requisitions module                

• • click Process to create the Purchase Orders right away for all items showing a Required Qty and a Vendor No.
    • option  in User Settings > Purchase Orders to Add Requisitions to Open (not Issued) PO as opposed to creating a new PO                 

• • access the new Purchase Orders in the Purchases module to make any changes and / or to print / issue
    • note the reference to the Requisition’s origin (Source) and ability to  Open Source: 
      • if it was created from a Production Order:
      • if it was created from a Sales Order:
  • from the Source record (Sales Order or Production Order), you can  Open Target to view the Purchase Order that was created from the Requisition:

•   Print / Preview / Email the Requisition List if desired

               

•  

4.    New Purchase Order from Imported Requisition(s)

• • Access - Tools > Import

                                         

• • option to  open a previously saved import configuration (mapping) or continue as follows:

           

• • select the .xlsx or .csv file Source location using the Browse Files… if this is a new import or Browse Folders… if this is a previously saved Import
  • accept or change Date Format
  • select from the Import Type list - Requisition
  • map fields:
    • select the field under Import File Field Value - ie: ‘Warehouse’

• • • select the Spire Field Name that is the same (ie: ‘Warehouse’)
    • click the Match button
    • continue to Match all fields you want to import into Spire (matched items will transfer down to lower section, where you can then select the field and Unmatch if desired
    • option to select a Destination folder to move the successful imported file to
    • option to select a Failure folder to move the unsuccessfully imported file to
    • determine if your spreadsheet Has Header Row 
    • click on Save config / Save config as to save the Source, Import Type, Field Mapping, Destination and Failure folders

• • click on Import to finish and review the newly imported records in the Requisitions module

 

Requisitions for Purchase Orders that are not fully Received yet, may be accessed in the Requisitions module:

• through the Inventory text menu:

     

• or through the module list:
  
• List Functionality
  • Filters
    • click Filters
    • choose from the All or Any drop-down menu
    • select from the list of fields to set the criteria:
    • select from the operators ie: ‘is one of’, ‘is not one of’, etc - this operators list changes based on the field selected in the previous step
    • enter or select the criteria information (ie: 'Ordered')
    • if desired click to add a line of criteria
    • to remove the criteria line, click
    • make any column adjustments (see Column Customization)
    • select   Filters for save options:

                             

• • • • Save as default - this filter will load when viewing Inventory

• • • • Remove default to remove the previously set default Filter
      • Save filter if you are making changes to a previously saved Filter
      • Save filter as… will allow you to name the Filter with the following settings:
        • give this filter a name

                                                                                    

• • • • • select User if this filter will be used by you only

• • • • • select Company if it is to be accessed by all users accessing this Company
        • Show in module list:                                                  
        • Save column state if you have removed or added columns, or have sorted the list by one of the columns

• • • • • click OK
        • the new Filter is also accessible in the Filter menu:
        • click on the Filters button to release the current filter to see entire list or start a new filter

• • Icon Menu Customization - drag the Icon Group to where you want it
    • hover over the Icon Group handle until you see

• • • right-click on any column heading to identify which columns you wish to see 
  • Column Customization 
    • drag and drop columns for desired positioning
    • right-click on any column heading to identify which columns you wish to see 

                         

• • Column Sort / Search - click on any column heading to sort the list by that column

• • • further narrow your search by just typing (see the green letters typed here) and the list will highlight the closest match, in currently sorted column 

• • - type any character(s) into the field and the list will narrow to only records containing the character(s) typed, somewhere in the details
  •  Export Requisitions List, Sorts and Filters in tact
  •  Delete to remove the Requisition(s) selected

• •  Print the Requisition List
  •  Hide Processed to only view Requisitions that have not been ordered yet
  • Process to create a new Production Order for the Item(s) selected
  • View Source to open the Sales Order or Production Order that the selected Item was requisitioned from

• • View Target to open the Purchase or Production Order created for the selected Item
  • Open Inventory Item to view / edit
  • Find Price to view Vendor price options (applies to Purchased items, not Manufactured items)