B – Requisitions

Requisitions #

Use Requisitions if you wish to establish your Purchasing as a two stage process, i.e. allow different Users to raise Requisitions and different Users then create a Purchase Order from single or multiple Requisitions.



In order to create a new Requisition, from the Purchasing Menu click on the “New Requisition” icon. Options from below will be shown.



Figure: Requisition Options

The steps below explain how to create a Manual or Automatic Requisition.

Once you are finished you can print your Requisition by Point of Issue and/or for the Site.

This also means that the data you included in Point of Issues and Site is printed on the Purchase Order (e.g. Address, Contact Name, etc.). You can update this information from the References Menu (See this section).

If you are saving the Requisition and all the Items included in it belonged to the same Supplier, ATMS is going to ask if you would like to convert it into a Purchase Order right away.



If you answer “Yes” Figure aboven is shown with all options disabled, except the PO Number.

This last option will only be available for Users that have access rights to create Purchase Orders.

Manual Requisitions #



From the screen in Figure above, input the following data or select the following options:

Requisition Number.
Leave it blank if you wish the system to create the number automatically.

Supplier.
Leave it in [ALL]. Each Item you insert will have its Supplier associated.

Calculation Type.
This option is disabled and is only activated when your Requisition Type is set to “Automatic”.

Requisition Type.
Select “Manual” to manually input the Items one by one. You will be prompted with the window below.


Figure: Insert Item Details

Type in the Item ID to be requested or the first few digits and press enter to populate a list. Or press enter to populate the entire Item list.

Once the Item ID is entered you will be presented with this window, where you can enter the Quantities required for different Points of Issue (if necessary).


Figure: Point of Issue Breakdown

Once you are happy with the Item Line details, press the “Go” button.

From the main Requisition screen, click on the “Add Item” button to add further Items.

See below to learn more about each button on your right-hand tool bar.

Click on the “Spot Buy” button, for instance, to add a non-existing Item into the Requisition and automatically save it into the database.

Button and Description

Add Item

Delete Item

Spot Buy

Edit POI Details

View Usage Graph

Set Budget Code

Add a comment to the line item

Table: Purchasing Buttons

Automatic Requisitions #

From the Purchasing Menu click on the “New Requisition” icon to create a new Requisition. Options below will be shown:


Requisition Number.
Leave it blank if you wish the system create the number automatically.

Supplier.
Leave it in [ALL] if you are creating a Manual Requisition. Otherwise, select a Supplier ID if you wish to calculate the requirements for a specific Supplier or leave it in [ALL] if you want to create a Requisition that includes the requirements for all Suppliers.
The Supplier used for calculation purposes will always be the Preferred Supplier.

Calculation Type.
This option is only enabled if “Requisition Type” is set to “Automatic”.
Select “All POI – Individual Min/Max Calculation” if you want to calculate your requirements for all your stores, “Single POI” if you wish to specify one store or “Cumulative” if you want to summarize the Min and Max quantities of more than one store.
To learn about the ATMS Calculation Rules in detail see the relevant section.

Requisition Type.
Select “Automatic” to automatically calculate your requirements.

Press the “Go” button.


A screen like this is shown, including Items that have Total Stock below Minimum. (SeeĀ  for Calculation Rules’ details).

Once in this screen you can add Items, delete Items, add a non-existing Item (Spot Buy), update Quantities (per Point of Issue), change Supplier, etc. This is carried out the same way as creating a Manual Requisition.

To learn more about each button on your right-hand tool bar see above.

Another way you can handle it is Save the Requisition, clicking on the “Go” button, and click on the “Edit Requisition” icon to make these further changes later.

  To learn about the ATMS Calculation Rules in detail, see.