> Generating Requisitions and Purchase Orders from Low Stock

Generate requisitions from low stock based on a stock replenishment method. Datastream 7i provides three stock replenishment methods: min/max, reorder level, and on-demand. You can also select to automatically generate a purchase order for all the generated requisition line items as necessary.

Datastream 7i examines current stock levels in stores and reserved parts and then generates a default requisition for all parts below the acceptable level to reach the specified reorder level or minimum stock level for the parts. Datastream 7i will either generate a requisition for a standard order quantity until the reorder level or maximum stock level is reached.

   If you are using the on-demand method, there is no minimum quantity of the part to maintain or a reorder level, and Datastream 7i simply generates a requisition for the part when there is demand for the part, e.g., a material reservation for which there is no quantity of the part in stock that creates a negative stock quantity.

To implement a stock replenishment method, you must specify a stock method for the part and enter a Minimum quantity, Maximum quantity, Order quantity, and/or a Reorder level on the stock record, depending on the stock method you have selected. You also must enter either a Preferred supplier or a Preferred store.

Set Auto req status on the Stores form (SMSTOR) to A (Approved), and all stock requisitions automatically generated for the specified store are created with a status of A (Approved). Otherwise, you must manually approve all purchase requisitions generated with a status of U (Unfinished). If you set Auto req status to A (Approved), access generated requisitions in Requisition/line on the Parts page of the Purchase Orders form (PMPORD).

If you have set Auto req status to A (Approved) for the store from which to generate requisitions from low stock, you can also generate purchase orders directly from approved requisitions generated from low stock. Set Auto PO status on the Stores form (SMSTOR) to A (Approved), and all stock purchase orders automatically generated for the specified store are created with a status of A (Approved). Otherwise, you must manually approve all purchase orders generated with a status of U (Unfinished).

Only Datastream 7i users set up as buyers with the proper authorization can generate purchase orders from low stock.

   To grant users the authorization to create purchase orders from low stock 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.

The LIMITLEV installation parameter determines whether purchase order approval limits are set at the header or line level. Purchase order generation limits are set in Purchase order limit and/or approval in PO auth limit on the Users form (BMUSER).

If you have sufficient authorization limits to approve the generated purchase orders, Datastream 7i generates the purchase orders from low stock with the status specified for Auto PO status. If any of the purchase orders exceed your approval limit on the header or line, Datastream 7i cannot generate the purchase orders. However, if LIMITLEV is set to the line level, and one or more of the lines on the purchase order exceeds your approval limit, Datastream 7i generates both the purchase order and all of the purchase order lines with U (Unfinished) status.

Additionally, if the ASSETASS installation parameter is set to P and any of the approved requisition lines include 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).

Datastream 7i includes parts and materials reservations in the formula that determines the quantities of parts and materials ordered. If you make reservations for an event in the distant future, Datastream 7i generates a requisition for the required materials. Datastream recommends the implementation of company policies to restrict reservation usage to a reasonable time frame in order to minimize excessive inventory.

   You can view any requisitions created when generating requisitions/purchase orders on the Purchase requisitions form (SMREQS), and you can also view any purchase orders created on the Purchase orders form (PMPORD).

Follow these steps to generate requisitions/purchase orders from low stock.

   If you do not select a store, cost code, supplier, or ABC class, Datastream 7i generates requisitions/purchase orders for all items with low stock quantities.

  1. Click to preview the results of the batch run. Datastream 7i displays all the requisitions or purchase orders that will be processed when you run the batch. Previewing the batch run does not run the batch or update the database. Printing from the preview option does not generate the batch run. Exit the preview before printing.

   If you have selected Generate POs, you can preview the results of the purchase orders generated in the batch run. If you select to generate purchase orders, you cannot preview any requisitions generated by the batch, and Datastream 7i cannot print the generated requisitions in the printed output.

   However, if you want to preview the requisitions before generating the purchase order, unselect Update database and Generate POs and then preview the results. Datastream 7i displays a list of requisitions that will be generated in the report output without assigning them a requisition number or updating the database.

  1. Click . If you have selected to create requisitions only, Datastream 7i prints the requisitions and saves the changes to the database. Datastream 7i prints requisition items sorted by supplier and buyer so that all the items for an individual supplier are grouped on a requisition. Even for the same supplier, Datastream 7i sorts items by buyer. If the same supplier has two buyers, Datastream 7i prints two requisitions: one for each buyer for that supplier.

If you have selected to create requisitions and generate purchase orders, Datastream 7i prints output in two sections.

The first section is a summary of all requisitions created, the requisition numbers, and the corresponding purchase order and purchase order status for each requisition. If a purchase order could not be generated/approved, then the requisition output summary also includes a description of the reason the purchase order could not be generated/approved.

The second section is a detailed summary of all generated purchase orders.

   SBREQF must run directly to the printer in order to create requisitions and update the database.