Sourcing a Requisition - Manually - 4a
Purpose: Use this document as a reference for manually sourcing a requisition to a purchase order in ctcLink.
Audience: Purchasing staff.
Manually selecting requisitions for sourcing enables you to maintain a finer degree of control over resulting purchase orders (as compared to auto-sourcing requisitions).
Navigation: Main Menu > Purchasing > Purchase Orders > Stage/Source Requests > Requisition Selection
Sourcing a Requisition - Manual
- Enter Search Criteria:
- Enter your Business Unit first (otherwise no other field will display search content).
- Configure additional search fields as required to locate your requisition.
- Click Search. The system populates the Select Requisition Lines grid with requisitions that match the criteria you entered. To perform another search, change the criteria and click the Search button again.
- Choose from the following sourcing Selection Options:
- Define PO– Select to define purchase orders using the structure of requisitions as they appear on this page, rather than allowing the system to use 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.
Note: If a line that you have selected for sourcing on this page has been sourced to a blanket purchase order contract, you will not be able to select the Define PO check box. Instead, you will receive a message that this option is not valid for the selected line. This check box only applies to lines that are selected by the Inc field after you select the Define PO check box.
- All Lines From Req– 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.
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. Possible values are:
- No Edit Required: The system does not verify whether selected items are defined for the current supplier on the item-supplier table.
- 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.
- Use the Sourcing tab in the Selection Requisition Lines section to stage the following purchase order information:
- 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, and 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 ship to or from the item supplier.
- PO Qty– 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– 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.
- 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.
- Description link – Click to view a description of the item.
- Req ID link – Displays the requisition ID to which this requisition line belongs. Click the link to access additional requisition details.
- Line # - Displays the originating requisition line number.
- Procurement Card link – Displays the actual value of the procurement card assigned to the requisition. 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– 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.
Note: If set to N, the PO Calculations process does not search for an available contract.
- Schedule Split– Indicates that the quantity was partially sourced.
- Staging Information link – Click to access the Staging Information page. The page displays staging information for the requisitions that you selected for staging.
- Check for Contract button – 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-encumbrance balances and control contract leakage. This 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.
- Use the Requisitions tab on the Selection Requisition Lines section to view details on the original requisitions:
- Rq ID link – Click to access the Requisition Details page.
- Req Line button – Click to view details about the requisition line.
- Req Sched– Displays the schedule line number that includes this requisition line.
- Requisition Name– Displays the name assigned to the requisition when it was created. If you are using 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.
- Use the Change Supplier tab on the Selection Requisition Lines section if you need to make any change to the Supplier:
- 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.
- Use the Contract Information tab on the Selection Requisition Lines section if you need to update/change any of the contract information:
- 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.
- Contract Line Nbr– 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.
- Use the Item Substitution tab on the Selection Requisition Lines section, if you need to identify possible item substitutions:
- 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 ‘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.
- Click Save.