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Requisition to Receipt


Contents

Introduction

This workflow manages the life-cycle of a purchase process, from the moment the Purchase Manager places the Purchase order for products to the supplier, to the moment the warehouse staff receives the products in stock.

Abstract Business Process

The abstract Procure to Pay business process is defined by the following diagram:

ProcToPayBusProcScn.png

The process can be summarized in these steps:

Roles Involved

The following roles are required to be used in order to complete this process:

Configuration

Some configuration needs to be done before various parts of the process can be fully executed:

Please refer to the Configuration Manual.

Step by Step

Enter a Requisition

Any role except for the System Administrator role can be used.

A Requisition is a document that specifies a request to order products. The requisition can be entered by anyone in the company when a user detects a low stock level or is expecting a high demand. The Requistion is reviewed by the Purchasing department and as a result, a Purchase Order can be created automatically by the Purchase Management.

Using the Procurement Management || Transactions || Requisition window create a new record:

Requisition01.png

Fields to note:

Go to [Lines] tab and add one line per product:

Requisition02.png

Fields to note:

Back in the [Header] click the Complete button.

Request Quotations

Managing requests for quotations to the supplier is not directly supported by the Openbravo ERP. The options offered are:

Receive Quotation Proposal

See Request Quotations section of this document.

Analyze Quotation Proposal

See Request Quotations section of this document.

Create PO (Purchase Order)

The Purchase Management role should be used.

A Purchase Order is a document that specifies products ordered from a specific vendor with the related prices, terms and conditions.

Creating a PO from a Requisition

The Purchase Management role has access to two screens to manage requisitions:

1. Create a PO from the Manage Requisitions form

In the Manage Requisition form all Requisitions apppear. From the grid view a certain requisition can be selected and reviewed:

Requisition03.png

From the Manage Requisition form a Purchase Order can be created by clicking the Create Purchase Order button:

Requisition04.png

Select the Order Date, Organization and Warehouse that need to appear on the Purchase Order. If there was no Business Partner and Price List selected in either the header or the Lines of the Requistion, these values have to be selected in the popup. Click the Ok button to create the Purchase Order.

The message appears with the Purchase Order number and the Requisition is in closed status:

Requisition05.png

2. Create a PO from the Requisition To Order form

In the Requisition to Order all Requisitions in completed status appear. There is a filter option to just see requisitions for a certain Vendor or for a certain product. This way multiple requisitions can be reviewed and managed from this screen:

Requisition06.png

Lines can be selected by clicking the checkboxes in front of the lines and by clicking the 'Add' button.

The selected lines on the Requisition are now in locked status, meaning that they can not be changed until the purchase management unlocks them. During the time that the lines are locked, the purchaser has the opportunity to review the stock and contact different vendors if required to negotiate a price for the products. If there is no activity during 3 days, the system removes the lock from the lines. The requisition can be unlocked manually by the purchase manager by moving the requisition line back to the upper part of the Requisition to Order screen with the remove button.

When the Purchase Order needs to be created, select the lines for which you want to create the Purchase Order and click on the Create button.

Requisition07.png

Select the Order Date, Organization and Warehouse that need to appear on the Purchase Order. If there was no Business Partner and Price List selected in either the header or the Lines of the Requistion, these values have to be selected in the popup. Click the Ok button to create the Purchase Order.

In the popup the created Purchase Order information appears. Click Ok to get out of the popup screen. The selected Requisition(s) are in closed status.

PO information in the Requisition

After the Purchase Order has been created for the Requisition, either in the Manage Requisitions form or in the Requisition to Order form, the results can be seen:

Requisition08.png

3. Creating PO from Scratch

In order to enter a purchase order, use the Procurement Management || Transactions || Purchase Order document to create a new one:

Requisition09.png

Fields to note:

Then, move to the [Lines] and enter the products that are being ordered. In this example the form view is used. Please note that lines can also be entered in grid view.

Requisition10.png

Fields to note:

Create additional lines if needed.

Requisition11.png

When finished entering lines, switch back to the [Header] and complete the purchase order. Note the Total Net Amount (order price before taxes) and the Total Gross Amount (order price after taxes):

Requisition12.png

4. Retrieving Lines from a Previous Purchase Order

Create a new record inside the Procurement Management || Transactions || Purchase Order window:

Requisition13.png

Once the required information is filled, save the record. Click the Copy from Order button:

Requisition14.png

In this new window, open the search by clicking the icon next to the Order field and use the filters to select any historical purchase order and press OK:

Requisition15.png

Note: This search shows both sales and purchase orders so notice the Sales Transaction column that specifies if a line is a sales transaction or a purchase one.By going to the [Lines] you will notice that the lines of the selected purchase order were inserted there. You can now manually change any information (quantity, amount, unit price) or add more lines.

5. Creating Lines from Purchase History

Use the Procurement Management || Transactions || Purchase Order document to create a new one:

Requisition16.png

Once the required information is filled, save the record. Click the Copy Lines button to bring up the following window showing products that have been purchased from the supplier in the past:

Requisition17.png

 Select the lines/products to be copied into the purchase order, change the Last Price that will become the Unit Price and the Quantity to required ones and confirm with OK.Finally, complete the sales order by clicking the Complete button. See that the Document Status changed to Completed.

Send Purchase Order

The Purchase Management role should be used.

Sending Paper Copy by Mail or Fax

Print the purchase order to a PDF file by clicking the printer icon in the toolbar. Print it and send it by fax or mail to the supplier.

Requisition18.png

Sending Email

Click the e-mail icon inside the toolbar.

Fill in the receiver's e-mail, and the e-mail data. Attach another file if required and send the email:

Requisition19.png

Manage Pending Orders

The Material Management role should be used. To review pending orders to be received, go to Procurement Management || Transactions || Pending Goods Receipt form, and use the filters to narrow down the search for pending orders. The orders that are pending and match the criteria entered will be shown:

Requisition20.png

Note: Pending order lines are grouped by business partner and purchase order document number.

Receive

The Warehouse role should be used.

Upon reception of goods, a Goods Receipt document is filled out and there is several ways of doing so.

1. Creating the Goods Receipt Automatically

To create a goods receipts from a pending purchase order, go to Procurement Management || Transactions || Pending Goods Receipt form, and use the filters to find the correct purchase order:

Select the lines received, correct the quantity of individual products if required and enter mandatory fields as the Reception date and the Destination Warehouse Bin:

Requisition21.png

Click on the Process button.

If the product(s) selected do not require an attribute (color, size, lot...) the system will create a goods receipt document in Completed status and will show the user the corresponding document number:

Requisition22.png

If the products selected do require an attribute (color, size, lot...) the system will create a goods receipt document in Draft status and will show the user that document number asking the user to navigate to that goods receipt and enter the attributes for those products before completing the document:

WarMsgOnComp.png

If this is the case, navigate to the document in Procurement Management || Transactions || Goods Receipt window, and in [Lines] tab, insert the attribute for the required lines. Save the edited lines and complete the document back in the [Header] tab.

2. Creating the Goods Receipt Manually

Imagine we have a pending order of a supplier called Obelix. We receive the goods and we want to enter the information in the system so the warehouse inventory count is updated.

Go to Procurement Management || Transactions || Goods Receipt and create a new record.

Requisition23.png

Fields to note:

In the [Lines] tab enter the lines for the products that arrived with the quantity that was received and the storage bin where the products are booked into. Remember to fill the attribute set value field if applicable.

Complete the document back in the [Header].

3. Creating the Goods Receipt lines copying the Purchase Order or Purchase Invoice lines

In the case that there is a Purchase order or Purchase Invoice in the system for the products that are received in the warehouse, these documents can be used to automatically create the Goods Receipt.

Enter the Header information for the Goods Receipt and click on the Create Lines From button in the toolbar.

In the popup select either the Purchase Order or Purchase Invoice to see the lines. Select the line(s) you want to enter in the Goods Receipt, select the warehouse position and storage bin where the goods will be stored and, if applicable, attribute value information. Click Ok to add the line(s) to the Goods Receipt.

Requisition24.png

Going to the Lines tab, you can see that the line(s) have been added accordingly. Multiple Purchase Orders or Purchase Invoices can be copied to a Goods Receipt.

Attaching Supplier Shipment Information

While creating the Goods Receipt document or after it is completed, you can enter the supplier's shipment number into the Order Reference. This way both the internal document and the supplier reference number will be linked.

Requisition25.png

The supplier's shipment document can also be scanned and attached to the goods receipt document in Openbravo ERP by clicking the paper clip icon and adding the scan file.

Inspect

There is no specific process in Openbravo ERP that supports inspection. We advise the following:

See Wall to Wall Accuracy Physical Count chapter of the user manual for more information on how to create storage bins and move goods.

Update Inventory

Inventory is automatically updated upon completion of the Goods Receipt document explained earlier.

Register Asset

Please refer to the Asset Acquisition to Dispose chapter for information on this process. Once the asset is registered in the application link it to the product using the Product field inside the Financial Management || Assets || Asset window. This step is not mandatory, but will help the user as navigating from the asset to the actual product used for procuring the asset.

Purchase Invoice

For the creation and management of the purchase invoices, please refer to the Supplier Invoice to Payment chapter of the user manual.

To be reviewed later

4. Creating the Goods Receipt directly from the Purchase Invoice

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