> Creating a New Purchase Order from Requisition Line Items

Create a new purchase order from existing approved requisition line items to quickly move the requisition to the purchasing module. Approved requisition lines can be generated using the Create Default requisitions/POs from Low Stock form (SBREQF) or on the Purchase requisitions form (SMREQS).

   If the installation parameter POCURR is set to NO, Datastream 7i creates order lines with the same currency of the supplier.

Only Datastream 7i users set up as buyers with the proper authorization can create purchase orders from existing requisitions with U (Unfinished), R (Ready for printing), or A (Approved) status or equivalent user codes.

   To grant users the authorization to create purchase orders from existing requisitions with U (Unfinished), R (Ready for printing), or A (Approved) status, you must create the appropriate status authorizations for the PORD entity on the Status change authorization form (BNAUTH). You can also create equivalent user codes for U (Unfinished), R (Ready for printing), or A (Approved) status to which to assign to generated purchase orders.

You must be granted sufficient monetary approval limits for the purchase order line or header level for Purchase order limit and/or for PO auth limit on the Users form (BMUSER) to generate and/or approve the purchase order.

   The LIMITLEV installation parameter determines whether approval limits are set at the header or line level. The system administrator can set Purchase order limit for generation and/or PO auth limit for approval at either the header level or the line level using the LIMITLEV installation parameter on the Installation codes form (BNINST).

For example, you want to automatically generate a purchase order from existing approved requisition lines, and you select A (Approved) for PO status for the new purchase order. However, you have not been granted sufficient rights for purchase order approval, so Datastream 7i generates the purchase order and purchase order lines with U (Unfinished) status. Likewise, if you have not been granted sufficient limits for purchase order generation, Datastream 7i does not create the purchase order or the purchase order lines.

Additionally, if any of the approved requisition lines includes parts tracked By asset that have not been associated with objects, Datastream 7i cannot create the purchase order with A (Approved) status. Datastream 7i will either create the purchase order with U (Unfinished) status, or it will not create the purchase order, depending on whether you have been granted authorization to create purchase orders with U (Unfinished) status on the Status change authorization form(BNAUTH).

Follow these steps to create a new purchase order from requisition line items.

  1. Open the Requisition assign form (SXASGN).

  2. Organization—Click to select the organization to which the requisition belongs if you use multi-organization security.

  3. Supplier, Store, Buyer, Originator, Requisition—Click to select a supplier, store, buyer, originator, and/or requisition for which to find requisitions. Click Clear criteria to remove values from the selection criteria fields.

  4. PO Status—Click to select the status of the generated purchase order.

  5. Print PO/Quote—Select to print the generated purchase order.

  6. Print Attachments—Select to print any attachments for the generated purchase order.

  7. Click to retrieve the requisition lines. Datastream 7i displays the lines in the lower section of the form.

  8. Order—Select to add a specific requisition line to the purchase order.

  9. Buyer—Click to select a buyer.

  10. Originator—Click to select an originator.

  11. Click Create PO. Datastream 7i copies the selected requisition line items to the new purchase order and displays the purchase order number. If you have selected Print PO/Quote, Datastream 7i also prints the purchase order.

   The store specified for the purchase requisition must match the store specified for the order.

  1. Choose File | Save from the menu bar. Datastream 7i saves the information to the database.

   If you have set up Datastream 7i to require an electronic signature to authorize status initiations for purchase orders, Datastream 7i will display the Electronic signature dialog box when assigning a status for the purchase order.

   Additionally, the FAAMOD installation parameter determines whether you are required to enter a certification number and certification type for electronic signatures. If FAAMOD is set to ON, Datastream 7i displays Certification number and Certification type on the Electronic signature dialog box and you must enter a valid certification number and type for the signature. Certification numbers and types are associated with qualifications for employees on the Qualifications tab of the Employees form (WNPERS).