Using the Requisition Search

The Requisition Search window enables you to select requisition records based on any combination of conditions for data elements found in the Requisitions table.

Menu path: Requisition > Requisition Search

The Requisition Search header consists of the following fields to find the existing requisitions:

1. Requisition query: Select the appropriate query and click Search icon. The system lists the Requisitions accordingly.
   For more information on query wizard, see the Query wizard section.

2. Requisition: Enter the requisition number.

3. Item: Enter the item number.

You can click on Search to display all the requisitions based on the search criteria. See Generic Components and Troubleshooting also.

Once Search is selected, Ask at Execution pop up will appear only when Ask at execution feature is enabled during the creation of that selected query. You can click on Search to proceed further or you can click on Cancel to stay remain in the search screen.

Requisition Search Screen Grid

In Requisition search screen, a list of requisitions matching the selection criteria will be displayed in grid. See Grid Operations for more details on grid.

Requisition Detail Window

In the requisition search screen grid, you can click on Requisition Number hyperlink to open the selected requisition details. The requisition type will also be displayed in the requisition details window. The requisition detail window will be opened in separate tab in Update/View mode depending upon the security.

You can set number of columns to be displayed in the grid in the following setup available in Requisition section under **Setup > Setup Options > EAM Options ** path.

In the requisition detail window, all action bar and contextual panel items are similar as listed below: Additionally, you can see the following in the action bar:

• Change Order: Allows you to perform change order for the selected requisition.
• New Line Item: Allows you to add the new line item to the requisition.

Additionally, you can see Item Search in contextual panel to add new item to the requisition.

Action Bar

In the Requisition Search window, you can select one or more of the displayed records to enable the action bar located at the top of the window. The Requisition Search window remains open when you jump to other windows using the action buttons. The actions buttons are:

• New Line: Allows you to create a new requisition.

• Delete Line: Allows you to delete the selected requisition line.

• Requisition Approval/Review: Allows you to review and approve the selected requisition line.

• Delete Requisition: Allows you to delete the entire requisition.

• Print: Allows you to print the selected requisition line(s).

• Reorder Report: Allows you to generate the reorder report for the selected duration.

• Resend Req Line: A new button RESEND REQ LINE ’ in the Req search action panel and ‘Req Details’ action panel. This is only useful for the plant that uses integration with ERP/other system that needs requisition data. If during integration, the record failed and didn’t get sent to the other system, this button can be used to resend the same record. If there is a business error, the user can unapprove the req to correct the data and once approved, it can be resent to the other system again.

• Export: Exports the grid data to an excel sheet. The data will be downloaded in excel and you can open the excel to view the grid details.

Contextual Panel

In the Requisition: <Query Name> window, you can select a record to enable the Contextual Panel located at the right of the window. The Requisition search window remains open when you jump to other windows using the Contextual Panel. The Contextual Panel consists of the following:

• Details (Requisition Line Details): Opens a requisition line details for the selected requisition line.

• Documents: Allows you to view the documents details for the selected requisition line.

• Hierarchy: See Hierarchy and Action Bar. Allows you to open the hierarchy of the selected line. You can see this only in the Requisition Details screen.

• Where Used: Allows you to see child-to-parent node relationships in the hierarchy.

• Catalog: Allows you to view the catalog item for the selected requisition.

• Activity Log: Allows you to view all the activities performed on the selected requisition by different users.

• Issue Material: Allows you to issue the material or items to the selected requisition.

• Return Material: Allows you to return the access materials issued for the selected requisition.

• Item Required: Allows you to view the outstanding requirements for the selected item(s).

• Shipping Order : Opens the Shipping Order windows for the selected requisition. From LINES > contextual pane, you can view the shipping order details for each line.
  Note that you cannot delete a requisition when it is added to a shipping order. In the contextual pane, the contextual icons will be available based on the user’s security access.

Create a New Requisition

This allows you to add a new item to the requisition through the Create New Requisition window. For more information, see Create New Requisition.

Edit Line

This allows you to edit an existing requisition line.

To edit a line:

1. In the Requisition Module , select the requisition line and click Details from the action bar.
   The Requisition Line Item window opens.

2. Edit the required information in the tabs available.

3. Click Save.

Delete Line

This allows you to delete the selected requisition line.

A user with limited security access cannot delete a line from a requisition created by a user who has full access.

You will not be able to delete a line under the following conditions:

• If the item is for outside purchase and is approved or is transferred to a purchase order.
• If inventory issues have occurred.
• If the item is on a shipping order and that shipping order is still in existence.
• If the Quantity Issued minus the Quantity Returned is not equal to zero.

To delete the selected line

1. In the Requisition <Query> window, select the requisition line to delete and click the Delete Line from the action bar.
   The Message: Are you sure you want to delete selected line? prompt opens.

2. You can perform any of the following operation:

   • Delete : You can select this to delete a Requisition line. If deleted successfully, the Requisition Line <line number> Deleted Successfully notification appears.
   • Cancel : You can select this to cancel the requisition line deletion.
   • Send Email : You can select this to send an email to your supervisor to understand what needs to be done.

Delete Entire Requisition

This allows you to delete an entire requisition. The restrictions described for deleting a line also apply to delete an entire requisition. You cannot delete the requisition if any one of the restrictions applies to any line item in the requisition.

To delete the entire requisition:

1. In the Requisition <Query Name> window, click on Delete Requisition from the action bar.
   The Message: Are you sure you want to delete entire requisition? prompt opens.

2. You can perform any of the following operation:

   • Delete : You can select this to delete the selected Requisition. If deleted successfully, the Requisition <Requisition number> Deleted Successfully notification appears.
   • Cancel : You can select this to cancel the requisition deletion.

Print

It allows you to print the header and line item information for the requisitions selected.

The format and content of the printed output depend on the option selected from the Print window:

• Print Picklist : Select this option if you want to print a list of items in the standard picklist format. The items shown will be only those items available from internal storerooms.

• Print All Items : Select this option to receive a list of all items shown in a special requisition format.

• Print Selected Lines : Select this option to print information of selected lines only.

• Print Outside Purchase Items Only : Select this option if you want to receive a list, shown in the special requisition format, but limited to only those items being purchased from an outside supplier.

To Print the selected Requisition Information:

1. From the Requisition Search window, select one or more rows from the displayed list and click Print from the action bar.

   Or

   Open the Requisition Module , select one or more lines and click Print.

   The Print window opens.

2. Select one or all the print option(s) explained above in the Print window.

3. Click Print to print the requisition details. The detail will be displayed in a separate tab if no error. If any error, error pop up will be displayed.

4. You can also click on Cancel to exit the pop up.

Cloud Print: To print the selected requisition order, utilize the Cloud Print option. For instructions on using Cloud Print, refer to Requisition Cloud Printing, .

TheCloud Print button is enabled, only if the plant is setup to use cloud print.

Resend Req Line

To activate the RESEND REQ LINE button, the user must ensure the following access are granted:

1. Purchasing interface must be enabled (refer to Module Availability, to enable Purchasing Interface).

2. In the navigation pane,

   1. Select Security >> Security groups.

   2. Choose the plant and check the Allaccess check box.

   3. In the contextual pane, click Window Access , to open the “Window Access For” tab.

   4. In the Module field, select Requisition, and click EDIT.

   5. Check the Requisition Interface box , to activate the Resend Req Line button.

      

   6. Click Save.

Resend Req Line button is disabled, when Purchasing Interface is disabled and the Resend Req Line is activated, as shown below.

To enable the RESEND REQ LINE button:

• The selected Req line must be approved.

• Only one Req line must be selected.

When multiple Req Lines are selected / when no Req Line is selected, the Resend Req Line button is disabled.

Catalog

When planning materials for a requisition, you can connect through your application to a supplier’s catalog website.

If the catalog is to be used strictly for either local or corporate purchases, the user’s setup should carry the item type with the correct designation.

You can perform the following to access the catalog:

1. In the Requisition <Query> / Requisition Details grid, select a requisition line and click on Catalog in the contextual panel.

2. Catalog List page opens with the list of catalogs associated with the logged in plant. You can click on X button to close the page.

   Catalogs set underDefine Catalog section of Setup > Catalog Listing path will only be displayed in the list.

3. You can see the Company Name and URL for each catalog. You can click on Company Name hyperlink and the supplier website will be opened in a pop up for further processing. After you checkout from supplier website, you get confirmation in the application to confirm ( to add those items as new requisition line) or cancel (to ignore the items being checked-out from supplier website).

4. You can click on to open the Catalog List in a separate tab.

Issue Material

This allows you to issue planned and unplanned parts to a requisition. You must have access to Issues and Returns to use these functions.

To issue material:

1. From the Requisition Search window, select one or more rows from the displayed list and click Issues from the action bar.
   Or
   Open the Requisition Module , select one or more lines and click Issue Material.
   The Issue Material window opens.

2. The Issue To , Issue Date , and Store Location will have default values. You can change the values from the drop-down list.

3. Select the required item to be issued from the displayed list.
   To add unplanned parts, click Search in the Item List field.
   The Item Search window opens.
   Perform any one of the following to search for the required item:
   

   • Select the required query from drop-down list and click Search.
   • Enter the Item ID or Item Description and click Search.

4. If required update the To be Issued quantity.

5. Click Issue.
   A successful pop-up message appears.

Return Material

This allows you to return an item that is issued to the Requisition. If there are no items issued when you click Return Material , a message is displayed There are no items available to be returned for requisition.

To return material:

1. From the Requisition Search window, select one or more rows from the displayed list and click Issues from the action bar.
   Or
   Open the Requisition Module , select one or more lines and click Issue Material.
   The Return Material window opens.

2. The Returned To , Returned Date , and Store Location is displayed.
   To return parts from a different location, click on the Store Location drop- down to show a list of available locations.

3. Select the required item to be returned.

4. Click Return.

A successful pop-up message appears.

Activity Log

As you process requisition items through the Requisition Approval window, the application adds records to the requisition activity log. The log serves as an audit trail for key events that occur for a requisition.

You can perform the following in the activity log window:

1. From the Requisition <Query> window, you can select the requisition and click Activity Log from the action bar.
   The Activity Log: Requisition-Req Line window opens and all the activities of that selected requisition are displayed in the grid. You can see Activity Type, Activity Date and Time, Activity User and Planned Reviewer details in the grid.

2. You can click on to open the Activity Log page in a separate tab.

3. You can click on X to close the page.

4. You can click on Add Line button to add a new activity. See Add Activity for more details.

5. You can select the record in the grid to edit that activity. See Edit Activity for more details.

Add Activity

To add a new activity, you can perform the following:

1. Click Add Line button. Add Activity section opens.

2. In the Add Activity section, you can perform the following to add a new activity:
   1. In the Activity field, you must select a value from the drop-down. The listed values are defined in the setup screen.
   2. Activity User is the current logged in user and is for read only.
   3. Enter text in the Comments field if required.

3. Click Save and the new activity will be added to the activity log grid. you can click on Cancel to exit the section.

Edit Activity

To edit the existing activity, you can perform the following:

1. Select the activity in the activity log grid. Add Activity section opens with the values updated in each fields.

2. In the Add Activity section, you can not edit Activity, Activity Date and Activity User fields.

3. You can update Comments field with required text.

4. Click Save to update the changes and the changes will be reflected in the activity log grid. you can click on Cancel to exit the section.

Required

You can view the information of the selected requisition line using Required feature. You can perform the following to view requisition information:

1. In the Requisition <Query> grid, select one or more requisition lines and click on Required button in the contextual panel.
2. View Requirements page appears. You can click on X button to close the page.
3. In the page, you can see Item: <Item> <Description> and Stores Location: <Stores Location> of the selected line.
4. In the information grid, you can see the list in which the selected requisition line is used. The message will be displayed if there is no required information for the selected requisition line. See Contextual Query for more details.

New Line Item

You can select this to add new item to the requisition. If selected, Add Line Item section appears. You can click on X to close the section.

You can perform the following to add a new item:

For Permanent Items:

• You can enter the item in Item field or search using search icon.

• The Type value will be populated based on the item value.

• You need to enter the Requested Quantity value greater than 0.

• You can enable Abnormal Demand toggle if required. This is available only for Charge to Work Order type requisition.

• Click Add to save the line item to the requisition. If the system fails to save the new line, the line item will be displayed with symbol with line number 0. You can hover the cursor on that symbol to see what is missing in that line or what caused it to fail.

• You can select the record and click on Details to view the new line details and add the missing information. After completion, click on Update to save the new item line.

• If it gets successfully saved, then new line will be shown in the requisition grid. You can clear the values using Clear button.

For Temporary items:

• You can select Type and click Add. The item number will be auto generated and added to the grid. You can clear the values using Clear button.

• If the system fails to save the new line, the line item will be displayed with symbol with line number 0. You can hover the cursor on that symbol to see what is missing in that line or what caused it to fail.

• You can select the record and click on Details to view the new line details and add the missing information. After completion, click on Update to save the new item line.

• If saved, the new item will appear without symbol and Req Line number will be assigned. The number assigned by the application is <Sequential Integers starting from 01>.

Change Order

Creation of a change order usually occurs after a regular PO, blanket order, or release has been issued to the supplier. It confirms the addition or deletion of items or can modify previous agreements as to price, quantity, and delivery date.

Any requisition line will become the change order line if the following conditions are met:

• Requisition line should have an approver
• Purchase order should be attached to that line
• For that line item type, outside purchase flag should be 1

You must have the following security to access change order feature in Requisition module under Security > Security Groups > Group Id > WINDOW ACCESS path.

If the line is not change order line, Change Order option in the action bar will be disabled. If it is a change order line with all the above conditions are satisfied, you can see that button enabled in the action bar.

You can perform the following to open the change order line details:

1. Open the requisition in Update mode.

2. Select the change order line from the list and click on Change Order in the action bar or select Details in contextual panel. Requisition Note book of that selected change order line will open. See Requisition Module for more details.

3. For change order line, you can see the breadcrumb below the line description in Requisition Module. You can see the breadcrumb only in View mode to understand from which parent lines, the change order line is created. This breadcrumb is a hyperlink and you can click on each parent lines to open that line details in a separate tab. You can also click on the hyperlink in the Requisition line header to navigate to the immediate parent.

Once a Change order line is created, you can not perform theedit action on the parent line item. The Edit button will not be visible if you open the Details of those parent lines mentioned in the breadcrumb.

4. Additionally, you can see Change Order section in the Requisition Module. Refer Change Order for more details.

Change Order

You can see the following in this section:

• Change : This is the radio button selected by default to notify that you can generate a new change order line. If you edit the selected line details and saved them, a new requisition line will be created and added in the grid.
• Delete : This is a radio button to inform the purchase order that this line order is no longer required. If selected, all the sections except Approval in requisition note book are disabled. You can only update approval section if required in delete mode. if you save the approval details, a new line will be created and added to the grid. You can not edit that new line created using Delete feature.
• Target Purchase Order : It is read only field which displays the target purchase order attached to the selected change order line.
• Target PO Release : It is read only field which displays the target purchase order release details for the selected change order line.
• Target PO Line : It is read only field which displays the target purchase order line for the selected change order line.

Item Search

You can add one or many line items together to the selected requisition using Item Search feature. This is available only when you are in Requisition Details screen in Update mode.

To perform a search:

1. Click on Item Search in the contextual panel. Item: <Query Name> window opens. You can click on X button to close the window.
2. In the window, you can perform the following:
3. Select a Query from the drop-down list.
4. To search for a specific item, enter a full or partial value in the Item or the Description field.
5. Click Search.

It displays a list of items matching the selection criteria. See Generic Components also.

Item Search Grid

In Item Search Screen, a list of items matching the selection criteria will be displayed in grid. See Grid Operations for more details on grid.

From the grid, you can select the required item(s) and click on Select to add them to the Requisition <Requisition> grid.