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© PS Financials 2019 1 of 13 How to Create a Purchase Requisition in PS Purchasing

Create a Purchase Requisition in PS Purchasing Purchase requisitions are created in PS Purchasing to enable members of staff to raise a requisition for authorisation which is then made available to the authoriser for approval. Once authorised, the requisition can then be progressed through the remainder of the purchasing process (purchase order, goods received note and invoice). This process is not required if you use an internal/manual requisition process.

This document assumes that you have already logged in to PS Purchasing.

Where to Get More Help and Information

Our currently available documentation can be found at the following address: https://psfinancials.zendesk.com/hc/en-us/categories/360000797219-User-Documentation

You can also utilise information on our Support Portal at the following address: https://psfinancials.zendesk.com

Providing Feedback on our Documentation

If you have any feedback, comments or suggestions regarding our documentation, please email:

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Creating the Requisition 1. From the PS Purchasing Home page, click the Requisition icon.

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2. A list of suppliers is displayed in the Select your Supplier window.

3. Either scroll through the list, or search for the required supplier via the Search Criteria field at the top. You can enter any element of the supplier’s account code or name/title. The list will reduce based on the criteria entered.

Note: The Load Indices check box is selected by default to improve the search performance. It should be left selected.

For maximum efficiency, suppliers are loaded 20 at a time. As you scroll through the list, more suppliers will be loaded. A slight delay might be noticeable on slower internet connections.

4. If the supplier is not known at this point, you can click the New button and create a requisition without a supplier. The requisition will then be available for selection via all supplier accounts when being progressed to a purchase order (once the requisition has been authorised).

Note: Your system may be set up so that providing a supplier is mandatory at this stage.

Enter search criteria here

such as supplier code or name/title

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Tip: Hover over the address column of any supplier to see the full address.

5. Once identified, click the required supplier to select them. The requisition form is populated with the chosen supplier’s details (account code, name and address).

Note: Suppliers are added to PS Financials via the PS Accounting module. If the required supplier is not displayed, they will need to be added via PS Accounting by a user with applicable access levels.

Completing the Requisition Document Details The delivery address defaults to the address specified in your personal PS Purchasing settings (this can be changed by clicking the Settings icon on the Home page). This will usually be your academy’s address.

For more information, please see the Personalising PS Purchasing/Personalising Settings section in the Processing Purchases Using PS Purchasing user guide.

1. If there is no delivery address displayed, or you want to change the delivery address, click the blue pencil icon.

Displays the selected

supplier’s name and

address

Displays the default delivery

address as specified in

your settings

Click to create a requisition template

which can then be reused

Click to add an attachment to the

requisition

This section contains details

of the requisition document

together with any pre-

defined user fields, e.g. FAO

Where available, click the blue pencil icon to edit the

applicable information

The lower section is used

to enter the required items

Click this button to post the requisition once complete

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2. From the Select Your Delivery Address window, click the required address to select it.

The centre section of the document is used to complete details relating to the requisition itself.

Complete/edit the remaining requisition information as follows:

REQ ITEM DESCRIPTION

Comments

Enter any comments relating to the requisition. There are two potential uses for this field. Firstly, you can add comments to be used internally (you may for example want to provide information for the requisition authoriser such as see attachments for quotes. It is however important to note that these comments are copied through to the purchase order stage and will therefore need to be removed from the purchase order once produced.

Secondly, you may wish to add comments for the supplier such as delivery instructions or any special requirements for your order.

Click the blue pencil icon to open a calendar

enabling a different date to be selected

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REQ ITEM DESCRIPTION

Document Date

Pre-populated with the current date. This can be changed by clicking the blue pencil icon, selecting the required date from the calendar, then clicking the Done button. This would be required for example, if you want the system requisition date to match an internally generated email or paper requisition date.

Required Date This date is blank by default but can be populated by clicking the blue pencil icon and selecting the required date from the calendar, then clicking the Done button. Enter the date that the item(s) are required by.

Period

Defaults to the current period. This usually only needs to be changed in the unlikely event that you want to add retrospective requisitions.

Important: If you amend the Period in this section and have existing items in the requisition, check that the Period field in the item line additional information section is as required.

Changing the Period in the document details section does not update the Period in the item line additional information section, as you may want the item posted to a different accounting period.

Reference

Enter any required reference in the Reference field, such as a quote number, an academy/MAT reference number, etc. This reference will be carried through to the purchase order once the requisition is authorised.

Note: Your system may be set up so that providing a reference is mandatory.

Discount

The Discount field is blank by default. If you know that a discount will be available and applicable when the order is placed, it can be entered here. The discount will be applied to all the items on the requisition. Discount for individual items can be subsequently amended if required.

Any discounts entered will be carried through to the next document in the purchasing process – in this case, to the purchase order.

Adding Required Items to the Requisition Once the document details have been completed you can proceed to enter the items required. The following process should be carried out for each item required:

1. If known, enter the supplier item stock code in the Stock field then press the Tab key to move to the next field.

Note: If a supplier catalogue has been imported into PS Purchasing, when you hover over the Stock field, a magnifying glass appears which when clicked, enables a stock code to be selected. This automatically populates the Description and Price fields.

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2. Enter a Description for the required item, e.g. Blue Exercise Books then press the Tab key to move to the next field.

Note: An unlimited number of characters can be entered, but only 30 characters will be displayed in the Description field. The system automatically copies any description over 30 characters to the item additional information Comments field. You can view this by clicking the View Additional Information (down-arrow) icon on the far right of the line.

3. Enter the Quantity and unit Price for this item.

4. The VAT CODE defaults to the standard rate (this setting can be amended your System Administrator and may be different).

Requisitions and purchase orders are raised exclusive of VAT so this field can be amended during the invoice stage.

However, if you know that the item is not vatable or that the rate is wrong, it can be changed here. Hover over the VAT CODE field, click the magnifying glass then click the required VAT code.

5. Press the Tab key to move to the next field - the NET, VAT and GROSS are calculated automatically.

6. Select the nominal to which the item relates. Hover over the Nominal field, click the magnifying glass then click the required nominal from the Select window.

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Alternatively, enter a relevant word, e.g. book into the Nominal field. The system will display any matching nominals as shown in the following graphic. Select the required nominal from the drop-down list.

7. Choose the cost centre account to which the item should be charged (this can only be done once a nominal has been selected). Hover over the Account field then click the magnifying glass, then click the required cost centre account from the Select window.

Note: A default cost centre account can be set up via the General tab in the Settings window (accessed by clicking the Settings icon on the Home page). If this setting is not available, please contact your System Administrator.

Choose a cost centre by entering a relevant word, e.g. Maths into the Account field. The system will display any matching cost centre accounts as shown in the following graphic. Select the required account from the drop-down list.

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Adding Additional Item Information

Additional information can be added to each item by clicking the Show Additional Information (down arrow) icon on the far right of the item line.

Note: The fields that are displayed in the additional information section are defined by your System Administrator and may not necessarily be the same as those shown here.

In this example, you can apply a specific Period or Discount to this item by making changes to the applicable fields. You can also add additional information in the Comment field if required.

Important: If you have amended the Period or Document Date in the document details section of the requisition, check that the Period field in the line additional information section is as required.

Changing the Period in the document details section does not update the Period in the additional information section, as you may want the item posted to a different accounting period.

Note: If you previously entered more than 30 characters in the item Description field, the full description will be displayed in the Comment field.

Validating an Item Line 1. Once you have finished adding the item information, click the Validate icon (tick) to validate the

line.

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If the validation fails, an error message is displayed on the top, right-hand corner of the requisition document, and the erroneous field is displayed in red.

2. Correct the information and validate again. Further items cannot be added until the item line has been successfully validated.

Adding More Items

Once an item line has been successfully validated, a new line is automatically created. The total Net, VAT, and Gross for the requisition are automatically updated to reflect the validated items.

The icons to the right of the validated item line can be used to make amendments as follows:

ICON DESCRIPTION

Click to edit the item details. You will need to validate the line once complete, irrespective of whether any changes have been made.

Click to produce a copy of the current item which can then be amended and validated.

Click to delete the current item.

Click this to view any additional information about the item including for example Period, Discount and Comments. The fields displayed here are defined by your System Administrator and consequently may vary from these. The icon switches to an up arrow enabling the additional information to subsequently be closed.

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ICON DESCRIPTION

Click this to validate any new or amended item.

Complete the new item information in the same way as previously described. If the item is similar (for example, yellow exercise books), it can save time to copy the existing line and make minor adjustments as described in the following section.

Note: If delivery charges are known at this stage, they should be added. However, it is best practice to only add them if you have access to the correct nominal/account used to which delivery charges should be applied. Check with your System Administrator if you are in any doubt or leave the delivery charge to be added at the purchase order/invoice stage.

Copying Existing Items

1. To copy an existing item, click the Copy icon on the right-hand side. A new line will be displayed with the exact same content.

2. Make the required amendments. In the following example, the colour of the books has been amended to Yellow.

3. Validate the line in the usual way. As before, the Net, VAT and Gross for the requisition are automatically updated to reflect the new item(s).

Viewing or Adding Attachments You can add attachments to the requisition at any point during or after the creation process. You may for example want to attach a quote, an email, a photo, etc.

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1. To add an attachment, click the Attachment icon at the top of the requisition and select the required file(s) from the Choose File to Upload dialog. Alternatively, drag the required file(s) from Windows Explorer anywhere onto the requisition.

2. Once attached, documents can be viewed by hovering over the Attachment icon at the top of the document, then clicking the required attachment name.

More Information - the How to Use Document Attachments in PS Purchasing document.

Checking the Budget Before Posting Depending on how your system has been set up, you may see a Check Budget button at the bottom of the requisition. This functionality is often used by cost centre managers such as heads of department to check the impact of this order on their budget.

If the button is visible, clicking it allows you to see the impact of this purchase on the chosen budget/nominal and whether the item is within budget limits, as shown in the following graphic.

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Note: This window may look slightly different if your system has been set up to check a budget at account level. In this case, it will be grouped on account code and there won’t be a nominal column.

If the requisition falls within budget, then the information is highlighted in green. If the requisition goes over budget, then the information is highlighted in red. The previous example is highlighted in red simply because no budget has been set up for this cost centre. Click the Back button to return to the requisition.

Posting the Requisition

Tip: If this requisition is one that you are likely to use again, i.e. the items are to be regularly ordered, you can save this requisition as a template that can be re-used.

More Information - the How to Create and Use Document Templates document.

Once all the required items have been entered and validated, click the Post Requisition button.

Error messages are displayed if any lines have not been validated or any mandatory data is missing (the affected mandatory fields are then highlighted in the purchase order).

Once the requisition has been successfully posted, a requisition document number is automatically generated, and a success message is displayed in the top right-hand corner of the window. Clicking the message opens a read-only copy of the requisition.

By default, you will be returned to the Home page, but this can be changed via the Current User tab in settings (accessed by clicking the Settings icon on the Home page) so that a read-only version of the posted document is automatically displayed.

The requisition is now ready for authorisation and once authorised, can be progressed to purchase order. An email will be sent to the person responsible for authorising this requsition.

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More Information - the How to Authorise Documents in PS Purchasing document.

Note: You can make any edits to the posted document prior to it being authorised. For more information, please see the Search for and Manage Existing Documents in PS Purchasing document.

DOCUMENT REFERENCE DESCRIPTION

TM-210319-CRE-ES-V6-1.0 Initial release

TM-020419-CRE-ES-V6-1.1

Updated to include information on checking the period entered in line item additional information when the overall purchasing document date is changed.

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