Purchase Requisition Lifecycle

1. Purchase Requisition Lifecycle Alan Chorney Professional Services Visual South, Inc.

2. Accessing Requisition Entry • Under Purchasing, Requisition Entry

3. Enter Line Items • Reference single vendor in header or a different vendor for each line

4. Approving Requisition • Only Requisitions in “Approved” status can be converted to a PO or RFQ • There are 2 methods to Approve a Req • Manual Approval • Set Status manually to APPROVE either at saving or coming back to req and changing status • Set a user Req maximum amount • Limit user status to only draft or in process by user • Approval Team • Requires sign off by individual or group members • Requires members to review TASK MAINTENANCE to view Req and approve or reject

5. Approval Teams • Requisition is signed off by individual(s) of Approval Team

6. Approved RFQ • Meter(s) filled in if approved

7. Requisition Categories • Used to further define a requisition • Ie: Capital Expenditure, Maintenance, etc • Define these in Purchase Req window

8. Other Features • Under EDIT • Add Purchase Parts EM/WO • Automatically brings into Req lines all purchased parts and/or outside services\ • References the W/O number • Copy Purchase Requisition • Generate a new Req from a previously saved Reg • Edit Req as necessary • Under Info • Show PO generated from Req • Show RFQ generated from Req • Under Print • See Tasks • Print open Req list

9. Accessing Requisition Entry • Under Purchasing, Vendor RFQ

10. RFQ- Generate from Requistion • In Vendor RFQ entry, under EDIT, Generate RFQ from Req • RFQ can reference multiple Vendors, multiple Quantities

11. Enter & Approve Vendor Quote • Enter Vendor quoted price – under EDIT, VENDOR QUOTE • In header, call up vendor returning quote pricing • Highlight each line of RFQ and enter quoted price • Repeat processes for each vendor on RFQ • Approve vendor quote – under FILE, APPROVE QUOTE • Print REQUEST FOR QUOTE LOG to see all vendor quoted ;prices for each part & quantity as a guide • For each part, choose which vendor you are approving • Multiple vendors can be approved on the same RFQ for different parts • Approving quotes will close RFQ

12. Enter Vendor’s Quotes • Enter vendor’s pricing quote for each part • Add specs, dates, vendor info

13. Review Vendor RFQ • View all vendor quotes & quantities • Under File, Print Request for Quote Log

14. Approve Vendor Quote • Select vendor by part – select multiple vendors for different parts • Under File, Approve Vendor Quote • Approving quotes will close RFQ

15. Other Features of RFQ • Under EDIT • Generate RFQ from Requisition • Copy existing RFQ to a new RFQ • Add, delete lines on copied RFQ • Can use this feature to setup templates • Under Info • Show PO generated from RFQ • Show Requisition generated from RFQ • Under Print • Print open RFQ • Print RFQ by Part id

16. Generate RFQ fr Quote Master • RFQ reflects all parts in all quantities associated to customer quote

17. Generate RFQ fr Customer Quote • From a customer quote (estimating window), generate RFQ • Customer quote below

18. Generate RFQ fr Quote Master • RFQ will generate for all purchased parts

19. P O Entry – Generate from RFQ • Under purchase order entry, edit

20. Multiple Vendors • If the RFQ was approved with multiple vendors then multiple POs will be generated

21. Some Other Features of PO • Under Edit • Generate PO from Requisition • Copy a PO from a PO • Setup template Pos • Assign Supply to Demand • Assign PO to a workorder or customer order

22. Thank you • alan.chorney@visualsouth.com