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SmartPlant Materials A-Z Training – Release Requisitions

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December 2011 / October 2012

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2 SmartPlant Materials A-Z Training – Release Requisitions

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SmartPlant Materials A-Z Training – Release Requisitions 3

Contents Objectives .................................................................................................................................................... 7

Prerequisites ........................................................................................................................................... 7 Overview ................................................................................................................................................. 7

Explanation .................................................................................................................................................. 9

Workflow Diagram ................................................................................................................................. 10 Setup ..................................................................................................................................................... 11 Requisition Revisions ............................................................................................................................ 11 Check Requisition Header Information ................................................................................................. 12 Check Material Quantities ..................................................................................................................... 19

Allocation of Material ...................................................................................................................... 20 Released Quantity Check ............................................................................................................... 21

Define Additional Requirements ........................................................................................................... 23 Documents ..................................................................................................................................... 24 Text and Terms .............................................................................................................................. 26 Notes .............................................................................................................................................. 27 Vendor Data Requirements (VDRs) ............................................................................................... 28

Define Delivery Requirements .............................................................................................................. 30 Approve and Release Requisition......................................................................................................... 32 Reverse Requisition Approval ............................................................................................................... 35 Multi-Step Approval ............................................................................................................................... 35

Tutorial........................................................................................................................................................ 37

Project Defaults ..................................................................................................................................... 37 Privileges ............................................................................................................................................... 39 Check Material Quantities ..................................................................................................................... 42 Define Delivery Requirements .............................................................................................................. 45 Approve and Release Requisition......................................................................................................... 47

Quiz ............................................................................................................................................................. 51

Summary .................................................................................................................................................... 53

Quiz Answers ........................................................................................................................................ 53 Helpful References ............................................................................................................................... 54 Comments and Questions .................................................................................................................... 54

Index ........................................................................................................................................................... 55


Contents


S E C T I O N 1

In this lesson you will learn how to maintain and release requisitions created by the material take off (MTO) functionality in SmartPlant Materials.

In detail, you will learn how to:

Add additional information to a requisition generated by a material take off (MTO) job

Handle the revision of data due to bill of materials (BOM) changes

Approve requisitions

Release requisitions to procurement

Prerequisites For this session, you must know how to log in to the software with the appropriate access rights from your administrator. You also need to have a consolidated knowledge about SmartPlant Materials and SmartPlant Reference Data basic functionality, which means you should be familiar with general screen handling in the software.

Additionally, you need a basic knowledge of Bill of Materials (BOM) handling and the requisition MTO in SmartPlant Materials.

Sessions BASICS – General Screen Handling

SPMat – How to Manage BOM

SPMat – Create Requisition MTO

Overview This session explains how to manage requisitions for bulk material in SmartPlant Materials. During the tutorial, you will maintain a requisition that was created by an MTO job. In addition, you approve and release this requisition to procurement (MSCM).

Objectives


Objectives


S E C T I O N 2

Requisition management in SmartPlant Materials is the process of:

Adding additional information to a requisition generated by a material take off (MTO) job.

Handling revision of data due to bill of materials (BOM) changes.

Releasing requisitions to procurement.

The main screen that requisitions focus on is R.30.01 Maintain Requisitions. The hierarchy of requisition nodes has been defined using nodes and templates as discussed in SmartPlant Materials A-Z Training - Create Requisition MTO. On R.30.01, the nodes appear in the order defined by the delivered system.

In SmartPlant Materials, a requisition refers to an engineering material (or services) requisition. It contains the required material quantity plus contingency, specification, and requirement definitions from the engineering department. The requisition is released to the Procurement module of SmartPlant Materials (MSCM) for further action; for example, to create an inquiry, make an addition to a blanket order, and so forth.

The power behind this module centers on a process called the ‘MTO Job’. This process reviews all the material in the Work Breakdown Structure (WBS) and transmits it into the requisition structure. The requisition structure is how the procurement department prefers to view the material groups.

The graphic below illustrates the Bill of Materials (BOM) in the WBS.

The BOM contains all material organized according to the WBS. This structure is familiar to the Engineering department and is suited for the collection of bills of materials from design sources.

Explanation


Explanation The next step is to run an MTO job with various runtime parameters in compliance with the requirements. This process/job can be run every time a new MTO is loaded or at specific milestones in a project. The result of this process is the generation of requisitions.

The requisitions contain all material quantity information. Any other information that is required to be passed from Engineering to Procurement, such as specifications, VDRs, and delivery destinations, is added after the requisition has been generated. SmartPlant Materials provides requisition tools to maintain and modify the requisitions that have been created by MTO jobs.

Finally, the requisitions must be approved and released to procurement for the following inquiry and agreement processes.

Workflow Diagram

The following steps are usually required to issue a requisition that was created by an MTO job.

1. Check the requisition header information.

2. Check the material (requisition line item) quantities.

3. Define additional engineering information that the supplier needs or must conform with.

4. Define the delivery requirements.

5. Approve the requisition.


Explanation 6. Release the requisition to procurement.

Setup See the A-Z Training - Create Requisition MTO document for more information.

Requisition Revisions The content of engineering requisitions can change in different ways:

Material quantity increases or decreases.

Documentation attachments change.

Material attribute information changes.

A change to any of the above requires a new requisition supplement to be generated and the information passed to the supplier.

To track the changes on a requisition, there is a supplement and two revision indicators. The supplement is the main indication that the requisition has been changed whereas the revision indicators show whether the change has been to material quantities or documentation.

In the example in the picture below, supplement 1 has a different MR rev (1) but the same SR rev (0) as the previous supplement. These revisions indicate that quantities have not been changed but the attached documentation has changed.

The revision indicators are set differently depending on the requisition type. For inquiry only requisitions (Purchase indicator not selected), characters are used to increment the revision (A, B, C, D….). For purchase requisitions, numbers are used for the revision (0, 1, 2, 3….).


Explanation

Check Requisition Header Information The requisition header information is displayed on Window 1 of the R.30.01 Maintain Requisitions screen. Check and complete this header information before you continue with the requisition line items.

The fields displayed on Window 1 are listed below. For more information, see the SmartPlant Materials E&PI(Req) User’s Guide, available from the Printable Guides page in the software.

Engineering Requisition This field shows the name/number of the requisition created by the MTO job according to the assigned rule.

Suppl The supplement is set to 0 (zero) by default for the first requisition supplement; this value cannot be changed. New supplements are created with an increment of 1.

Purchase Select this indicator if this requisition is used for both purchasing and inquiries. Clear this indicator if this requisition is used only for inquiries.

Origin The origin represents the office that is the originator of the requisition and is responsible for the information. By default, the value assigned to the project default ZX_ORIGIN is filled in when creating the requisition; this value can be changed. You can double-click in this field to open the A.10.33 Origins screen, where the origins are defined.


Explanation MR Rev The MR revision indicates a document change and is set automatically by the MTO job; it is controlled by the values entered in the PO MR Scheme (MR revision scheme for purchase requisitions) and INQ MR Scheme (MR Revision scheme for inquiry requisitions) fields on R.10.41 Nodes and Templates Window 2. If these fields are empty, the MR revision starts with 0 (zero) in the case of a purchase requisition and with A in the case of an inquiry requisition.

SR Rev The SR revision indicates a quantity change and is set automatically by the MTO job; it is controlled by the values entered in the PO SR Scheme (SR revision scheme for purchase requisitions) and INQ SR Scheme (SR revision scheme for inquiry requisitions) fields on R.10.41 Nodes and Templates Window 2. If these fields are empty, the SR revision starts with 0 (zero) in the case of a purchase requisition and with A in the case of an inquiry requisition.

Balance This check box indicates a balance requisition created by a balance MTO job.

Requisition Type The type of the requisition is set to ‘Order’ by the MTO job; you can change the requisition type.

Agreement Type Select the type of the agreement from the LOV in this field. The types that are available depend on the requisition type, the purchase indicator of the requisition, and the project default ZP_CONSPCI.

Pricing Type To assign a pricing type to the requisition, select it from the LOV in this field. You can double-click in this field to open the P.10.66 Pricing Types screen, where the pricing types are defined.

Status The status defined as the default is set automatically when the MTO job creates a new requisition. To change the status, select a value from the LOV in this field. You can double-click in this field to open the R.10.11 Req Status screen, where the statuses are defined. The status defined as the production status is set automatically when you release the requisition to procurement.

Release Context With the selection of the release context, you specify for a purchase requisition which requisition line items are released to procurement when you release the requisition. By default, the release context is set to ‘All Quantities’ for a new requisition. For inquiry-only requisitions, the release context is not relevant. All line items with these characteristics are released: (1) the increased quantity is not 0 (zero) and the Allow RTP check box is selected or (2) the Force RTP check box is selected.


Explanation

Use this option in conjunction with the Scope of Interest field on the R.20.01 MTO Jobs screen. If you select ‘Shortage Quantities’ there, the MTO job only calculates shortage quantities and thus the requisition contains only line items with shortage quantities.

Rel To Proc The date when this engineering requisition was released to procurement is automatically stored in the Rel To Proc field by the software when you click the Release button. If the Rel To Proc field is filled, it indicates that the requisition was released to procurement.

A released requisition can only be unreleased on the R.40.11 Requisition Tools screen by changing the status.

Buy Cycle You can select the name of the requisition buy cycle from the LOV in this field. You can double-click in this field to open the R.10.12 Req Buy Cycles screen, where buy cycles are defined. The buy cycle can be used for reporting purposes; it is not used anywhere else in SmartPlant Materials.

Notes Indicator that shows whether notes are attached to this requisition. You can double-click this check box to open the D.30.21 Attached Notes screen.

TE Rqd Select this ‘Technical Evaluation required’ indicator if the bids based on this requisition must be committed by a technical engineer before the quote can be approved.

Because TE Rqd is specified in the E&PI (Req) module, the technical evaluation is usually under the control of the engineering department. This information cannot be changed later and therefore ensures that the agreement cannot be released without technical approval.

RfA Select this ‘Ready for Approval’ indicator if the engineering requisition is completed and ready for approval. If the project default ZR_ADV_APP is set to Y, the requisition can only be approved if this check box is set.

Approved Date When this engineering requisition is approved, the date of approval is stored in this field by the approval procedure.

Only users with the ER APPROVAL privilege can approve requisitions or reverse the approval. Reverse approval is only possible for requisitions that are not released to procurement.

Approved by The name of the user who approved this engineering requisition is stored in this field by the approval procedure.


Explanation Originator The name of the user who created the engineering requisition is automatically stored in this field. You can overwrite this value.

Template Set Email messages can be generated based on the requisition for any purpose required by the project. You can use the LOV in this field to assign an email template set to the requisition. You can double-click in this field to open the A.10.53 Email Template Sets screen, where email template sets are defined.

Matl/Work Group Suppliers can be categorized in the MSCM module in several ways. One category is the material/work groups they have been ‘qualified’ to supply. This assignment makes the process of selecting bidders more reliable and simple. The material/work group entered here is set as the default in the Matl/Work Group field on the Suggested Bidders tab on Window 2 of this screen and thus restricts the list of available bidders to bidders assigned to the selected material/work group. You can double-click in this field to open the P.10.42 Material/Work Groups screen, where material/work groups are defined.

Rev The revision of the selected material/work group is displayed in this field.

Section A section can be used to restrict access to a requisition for users in MSCM. You can select a section from the LOV in this field, and you can double-click in this field to open the P.10.36 Sections screen, where sections are defined.

Category With a category, requisitions can be globally categorized, for example, by bulk, tag, or service requisitions. You can select a category from the LOV in this field, and you can double-click in this field to open the R.10.14 Req Categories screen, where categories are defined.

Account Code The advantage of assigning requisitions to an account code is that financial reporting can be done against the subsequent purchasing of the material. The account code can also be linked in later modules of SmartPlant Materials. Account codes can also be assigned at the requisition line item level, not only at the header. You can select an account code from the LOV in this field, and you can double-click in this field to open the A.10.30 Account Codes screen, where account codes are defined.

Original Budget This field can be used, for example, for estimated values or for a total budget greater than the total of the line item budget values, to have a kind of buffer.


Explanation Total Budget The Total Budget value is calculated by the software as the sum of all line item budget values of this engineering requisition. It cannot be inserted or updated manually.

Currency When a new requisition is created, the currency of the budgets is automatically copied into this field, using the value assigned to project default ZX_CURCY. You can change this value.

Blanket Order Blanket orders can only be assigned to engineering requisitions of type ‘Order’ and with the Purchase indicator selected. You can select the blanket order from the LOV in this field.

Master Agreement Master agreements can only be assigned to engineering requisitions of type ‘Subcontract’ and with the Purchase indicator selected. You can select the master agreement from the LOV in this field.

Inquiry Requisition You can link an inquiry requisition to a purchase requisition using the LOV in this field. Linking a purchase requisition to an inquiry requisition allows procurement to create agreements based on the quotes that have previously been created for the inquiry requisition. Thus, it is possible to use the results of the inquiry cycle such as costs, attachments, or commercial conditions in the agreements. When a purchase requisition with supplement 0 is approved, if this requisition has not been linked to an inquiry requisition, a corresponding warning appears, allowing you to cancel the approval procedure and create this link. But you can also approve a requisition without this link.

Milestone Set Milestone sets created in the MSCM module can be linked to a requisition by selecting the set from the LOV in this field. In this way, the milestone dates referring to the requisition can be automatically completed, for example, the requisition approval date, issue date, and so forth. You can double-click in this field to open the P.10.62 Milestone Sets screen, where milestone sets are defined.

MS Link The MS Link indicator shows whether a milestone link between the milestone set and the requisition is present or exists. If a requisition was planned on the P.60.03 Requisitions Planning screen, a milestone link is present. If the milestones have already been created and forecasted, the link may even already exist. This milestone link is created automatically by the MTO job when the project default ZP_MS_CRT is set to Y.

Expediting Level To assign an expediting level to the requisition, select it from the LOV in this field. You can double-click in this field to open the P.10.55 Expediting Levels screen, where expediting levels are defined (type Expediting).


Explanation Inspection Level To assign an inspection level to the requisition, select it from the LOV in this field. You can double-click in this field to open the P.10.55 Expediting Levels screen, where inspection levels are defined (type Inspection).

Criticality Level To assign a criticality level to the requisition, select it from the LOV in this field. You can double-click in this field to open the P.10.55 Expediting Levels screen, where criticality levels are defined (type Criticality).

Short Desc/Description When you change the short description/description of an MTO requisition, a dialog box appears.

Click the Keep on further Suppl button if the short description/description should be reused in the next supplement of the MTO requisition. The MTO job now ignores the requisition description rule and uses the manually updated requisition short description and description from the previous requisition supplement. Click the Update only this Suppl button if your changes should be applied to the current supplement only. To cancel the update, click the Cancel button.

Req Node Path The path of the requisition in the requisition nodes tree is inserted by the MTO job in this field and cannot be changed.

MTO Type The MTO type of the MTO job that created this requisition is displayed in this field.

MTO Job The MTO job that created this requisition is displayed in this field.

Created On The creation date of the requisition is inserted in this field by the software and cannot be changed.

CIP execution indicators Several check boxes indicate if the related CIP has been executed by the MTO job for the selected requisition.


Explanation Release If you want to release multiple requisitions in one step, select the Release check box for these requisitions and click the Release button.

Button Bar At the bottom of the screen you can find a button bar.

The functionality of these buttons is described below.

Order By ... With this button, you can change the order by criteria for the displayed records. Click the button to open a LOV that shows all columns currently visible on the screen. Select the field that you want the data to be sorted by first and click OK. The LOV is displayed again to allow you to select the field to be used as a second sorting criterion. In this way, you can select up to four fields by which the data is to be sorted. Click the Cancel button if you don’t want to add a further field. The software automatically performs your last query again, this time using the specified new order by criteria.

The data is always sorted in an ascending order.

The order by criteria that are used are displayed in the Ordered by field at the top of the screen.

Update Description Click this button to update the description of the selected requisition for the login language. The description is generated by the same rule the MTO uses.

Copy Using the Copy button, you can copy either the line items and attachments of an inquiry requisition to the current requisition, or you can copy the attachments like documents, text and terms, VDRs, notes, and attributes from another requisition to the current requisition.

Approve / Release This button is described in the Approve and Release Requisition (on page 47) chapter.

Approval Sequence This button is described in the Approve and Release Requisition (on page 47) chapter.

Create PO Req You can click this button to create a new requisition for purchase for the selected requisition.


Explanation New Supplement When you click this button, a new supplement is created for the selected engineering requisition. The new supplement contains all the line items, attachments, and attributes of the previous supplement. Even the BOM trace is copied. The status of the new supplement is set to the status defined as the default for the login discipline. The newly created supplement can be processed like any other requisition not yet approved and released to procurement.

Attachments Click the Attachments button to open the D.90.21 Attachments screen, which allows you to maintain the attachments (documents, text and terms, VDRs, and attributes) of an engineering requisition.

Check Material Quantities When you check the requisition line item quantities, there are several things to consider:

Does the requisition cover the intended scope?

Does the requisition reflect what is designed?

Is the correct amount of contingency applied to the quantity?

The questions should be answered with yes if the workflows are clearly defined and set up to

capture the MTO from design,

import and check the MTO load file,

and generate the requisition based on project specific requisition templates.

To maintain the line items of an engineering requisition, select the requisition and double-click in the Engineering Requisition field to open Window 2 of R.30.01. Window 2 provides the following tabs:

Line Items

Variation Rates

Alternates/Options

Suggested Bidders

CIP Execution

Requisition Accounts

Account Summary

Check Idents


Explanation The Line Items tab displays the requisition line items with the quantity fields.

For detailed field descriptions, see the SmartPlant Materials E&PI(Req) User’s Guide, available from the Printable Guides page in the software.

Two possible checks to be made on quantities are:

Correct Allocation of Material

Released Quantity Check

Allocation of Material Before you maintain the released quantity of the material, you should check if the material is correctly allocated to the requisitions. At the beginning of a project or when new material is introduced to the design, it might happen that material is not covered by the where conditions and templates or incorrectly assigned to requisitions.

For the material not included in the requisition definitions, a special node/requisition was created to collect the leftovers. This node is defined as the last in the sequence and with a where condition assigned that simply fetches all material. This node makes sure that all material that could not be placed on any of the other requisitions lands on this leftover requisition. Thus, this material is highlighted as new or not covered by the existing rules and templates.

This material on the leftover requisition must be reviewed and included on ‘regular’ requisitions by changing one of the existing templates or creating new nodes/templates.

When the review is finished and the necessary nodes and templates are created, you must re-run the MTO job to allocate the material correctly to the requisitions.

If this leftover node/template does not exist, the only trace of unallocated materials is in the MTO log file, which is much more difficult to review than the leftover requisition.


Explanation

Released Quantity Check The only quantity to be checked on a requisition created by an MTO job is the actual released quantity. By default, the procedure calculates the released quantity as follows:

RELEASED QTY = BOM LIST TOTAL + CONTINGENCY

You can change this released quantity to reflect past experience or project knowledge. The Released Quantity field is the only requisition quantity field that can be changed.

The released quantity is the quantity that is passed to procurement to purchase.

Usually, checks are performed on the R.30.01 screen; alternately, the requisitions can be printed as a report as displayed in the picture below. You can check the information on the report.


Explanation In cases where you do not agree with the quantities specified in the requisition, it is possible to trace the records and find out which BOM positions the items are included in. To view the traced records, double-click in the Pos field to open Window 3.

You can click the Delete and reduce quantity button to delete the selected trace record as well as reduce the released quantity of the corresponding requisition line item.

If you click the Delete without reduction of quantity button, the released quantity of the corresponding requisition line item is not changed.


Explanation If you miss any idents on the requisition, you can use the Check Idents tab to check why they are missing.

Enter the ident code you are looking for in the Ident Code field or select it from the LOV, and click the Check Missing Ident button. The result is displayed in the Reason for Missing Ident field.

The List of Lost Idents block displays the idents that are part of the BOM setup but not included in the MTO-generated requisitions.

Define Additional Requirements In SmartPlant Materials, additional requirements are classified into one of the following categories:

Documents - Can be viewed within SmartPlant Materials and can be linked to the project document management system or held independently.

Terms & Conditions and Notes - Can be used to format the requisition documents by using standard code lists rather than the user having to reinvent the clause each time it is used.

Vendor Document Requirements (VDRs) - Specify what documentation is expected from the vendor and by when. The VDRs form a part of the purchase order closeout routine. SmartPlant Materials can automatically collate the documents attached by the user for shipment to the recipient.

The information added here is passed through to the MSCM module where procurement users can add further information as required. The aim is for each discipline to add information relative to their responsibility.


Explanation To view and maintain the requisition attachments, select the requisition and click the Attachments button which opens the D.90.21 Attachments screen where all attached documents, text & terms, and VDRs appear.

The following chapters describe the different requisition attachments.

Documents Documents can be defined individually or as sets. We look at the process of adding drawings manually in this document but not linking to document management systems as this is beyond the intended scope of this document.

When you create an inquiry based on a requisition, the documents attached to this requisition are copied to the inquiry. In the further process downstream, the inquiry is sent to bidders as a request for quotation. These bidders can view or download the attached documents by means of a web browser, provided that they have access to your application through E-Supplier. For more information, see the SmartPlant Materials E-Supplier document, available from the Printable Guides page in the software.

SmartPlant Materials is not intended as a document management system. Much of the information stored against a document is just for information and is not mandatory. The minimum requirements to define a document are described below.


Explanation Documents are defined on the D.10.11 Documents screen. Either call this screen from the menu tree or double-click in the Document Code field on the Documents tab of the D.90.21 screen to open D.10.11.

On D.10.11, enter the document name in the Document Code field. The Manual check box indicates if the document was manually created (checked) or loaded from a document management system. In the Rev field, enter the revision of the document. The document descriptions can be entered in the Short Desc and Description fields. To upload a document and to attach it to the document code, click the Upload button. A box opens where you can select a file from your file system, and the file is then uploaded to the application server or to the database, depending on the option you select in the Path Type field. When the document is successfully uploaded, you can click the Open button to open the file. The Source Path field shows the entire path where the document is stored. The file name of the attached file is displayed in the File Name field.

You can define new documents on the D.90.21 screen in the same way; these documents are automatically stored on D.10.11 as well. Or, you select documents defined on D.10.11 from the LOV in the Document Code field on D.90.21.

Select the Sel check box of the documents you want to attach, and click the Fill In button.

Instead of attaching single documents, you can attach pre-defined document sets. This method is a way to group documents. For example, rotating equipment may require a standard set of documents to be included with the inquiry (for example, a pipe class, welding spec, doc number system, and so forth). The standard documents can be included in one set as a single item in the requisition.

To define document sets, open the D.10.12 Document Sets screen from the menu tree or double-click in the Document Set field on the D.90.21 screen to open D.10.12.


Explanation Enter the name of the document set in the Document Set field and the set descriptions in the Short Desc and Description fields. The revision of a new set is set to 0 (zero) and displayed in the Rev field. To create a new revision, click the Revision button.

In the second (Document Set Details) block, enter a sequence number in the Seq field and select the document from the LOV in the Document Code field.

To attach a document set to a requisition on the D.90.21 screen, select the document set from the LOV in the Document Set field and click the Copy button.

All documents of the selected set are attached to the requisition.

Changes to the attached document cause a revision of the requisition.

Text and Terms This function is intended to provide a standard list of text and terms that are to be included in bid documents. They can be grouped into sets in the same way as documents. The text and terms can be used to format a report that is printed or included electronically in SmartPlant Materials.

Text and terms are defined on the D.20.11 Text and Terms screen. Either call this screen from the menu tree or double-click in the Term Code field on the Text and Terms tab of the D.90.21 screen to open D.20.11.

To define text and terms, select the type ‘Requisition’, ‘Inquiry’, or ‘Purchase Order’ from the dropdown list in the Term Type field. This type categorizes the text and terms according to the module where they are used. Next, enter the name of the term in the Term Code field and the descriptions in the Short Desc and Description fields. In the Usage Parameter field, you can specify how the terms are used. If there is an associated external file, enter the file name with its path in the File Name field. You can click the Open button to open this file.

The benefit of using an associated file is that the text and terms are not entered in the database. For example, the text and terms already exist in a pre-defined format.

Text and terms cannot be updated if they are attached to a released requisition. To change the text and terms, you must create a revision using the Revision button.

Instead of attaching single text and terms, you can attach pre-defined text and term sets. This is a method of grouping text and terms.


Explanation To define text and term sets, open the D.20.12 Text and Term Sets screen from the menu tree or double-click in the Term Set field on the Text and Terms tab of the D.90.21 screen to open D.20.12.

Select the term type from the dropdown list in the Term Type field. Next, enter the name of the set in the Term Set field and the set descriptions in the Short Desc and Description fields. The revision of a new set is set to 0 (zero) and displayed in the Rev field. To create a new revision, click the Revision button.

In the second (Term Set Details) block, select ‘Header’ or ‘Footer’ from the dropdown list in the Placement field, enter a sequence number in the Seq field, and select the document from the LOV in the Term Code field.

To attach a text and term set to a requisition on the D.90.21 screen, select the set from the LOV in the Term Set field on the Text and Terms tab, and click the Copy button.

All text and terms of the selected set are attached to the requisition.

Text and terms can be attached to a requisition template on the R.10.41 screen. In this way, the text and terms are attached to all requisitions that are created by the corresponding MTO job.

Notes Notes are different from text and terms in that they are intended for the line item level of a requisition rather than for the header level. Also, notes cannot be grouped into sets because it is not anticipated that line items require standard grouping of notes. Notes are seen as being very project-specific and thus are not intended to be standardized and therefore cannot be copied from project to project.

To attach a note to a requisition or requisition line item, double-click in the Notes check box on Window 1 (requisition header) or Window 2 (requisition line item) to open the D.30.21 Attached Notes screen, where notes are viewed and maintained. A marked Notes check box indicates that notes are attached.

To attach a note, enter a sequence number in the Seq field, and select a note type from the LOV in the Note Type Code field. Note types are defined on the D.30.11 Notes screen. Next,


Explanation enter the name of the note in the Note Code field, or select a pre-defined note from the LOV in this field. The note descriptions are displayed/entered in the Short Desc and Description fields.

Vendor Data Requirements (VDRs) It is possible to define what documents are required to be received from a vendor during the course of a project and subsequently used to expedite the documents. The documents form part of the purchase order closeout activities and can also be included in milestone monitoring activities.

VDRs are defined on the D.40.11 Vendor Data Requirements screen. Either call this screen from the menu tree or double-click in the VDR field on the VDRs tab of the D.90.21 screen to open D.40.11.

On D.40.11, enter the VDR name in the VDR field, and the VDR descriptions in the Short Desc and Description fields. Select the pre-defined distribution category from the LOV in the Distribution Category field. Distribution categories are defined on the A.10.52 Distribution Categories screen. Select the Required indicator to mark this VDR as required for document management. In the First Issue Copies field, enter the number of copies to be delivered from the supplier. In the Scheduled field, enter the number of days, weeks, or months in which the documents are needed. Select DAYS, WEEKS, or MONTHS from the dropdown list in the Period field to define the period for the value in the Scheduled field.

From the dropdown list in the Event field, select the event when the required documents should be delivered. The available values are:

After Order

Before Delivery

For Construction

With Delivery

After Erection

Date of Order

Date of Approval

Date of Dispatch

Date of Mechanical Completion

Select the purpose of the documents from the dropdown list in the Purpose field. Available values are:


Explanation Issued for Review

For Information

In the Final Issue Copies field, enter the number of copies to be delivered with the final issue from the supplier.

Complete the With Tender Period, With Tender Event, For Approval Schedule, For Approval Period, For Approval Event, Final Schedule, Final Period, Final Event, As Built Schedule, As Built Period, and As Built Event fields with appropriate values.

You can click the Revision button to create a revision of the VDR. This action locks the previous revision of the VDR.

You can define new VDRs on the D.90.21 screen in the same way; these VDRs are automatically stored on D.40.11 as well. Or, you select VDRs defined on D.40.11 from the LOV in the VDR field on D.90.21.

Select the Sel check box of the VDRs you want to attach, and click the Fill In button.

Instead of attaching single VDRs, you can attach pre-defined VDR sets. This method groups VDRs into standard sets. The sets are grouped according to the project’s need. The picture below shows an example of a VDR set for pumps.

The standard documents can be included in one set as a single item in the requisition.

To define VDR sets, open the D.40.12 VDR Sets screen from the menu tree or double-click in the VDR Set field on the VDRs tab of the D.90.21 screen to open D.40.12.


Explanation Enter the name of the VDR set in the VDR Set field and the set descriptions in the Short Desc and Description fields. The revision of a new set is set to 0 (zero) and displayed in the Rev field. To create a new revision, click the Revision button.

In the second (VDR Set Details) block, select the VDRs to be included in the set from the multiselection LOV in the VDR field.

To attach a VDR set to a requisition on the D.90.21 screen, select the document set from the LOV in the VDR Set field on the VDRs tab, and click the Copy button.

All VDRs of the selected set are attached to the requisition.

Changes to the attached VDRs cause a revision of the requisition.

Define Delivery Requirements The minimum information SmartPlant Materials requires for requisition approval is the delivery location (destination) and the delivery date (ROS date). This information is required for every item on the requisition and can be applied (propagated) globally or on an individual, item-by-item, basis.

The ROS (Required On Site) date is the date when the material is required at its destination, which could be a fabrication yard, a paint shop, or the construction site. The SmartPlant Materials MSCM and Site modules use this date in tender documents, agreements, and for site planning. The standard CIP m_pck_req_custom.std_ros_date is delivered with the software. It is called by the MTO job to calculate the ROS date. This CIP searches for the BOM position attribute ROS_DATE and copies its value to the requisition ROS date to prevent any further data from being entered by the user. This procedure requires that the ROS_DATE attribute is defined as a BOM position attribute and filled with a date value. You can customize this CIP function to retrieve this information from other sources, for example, external files or attribute information on components.

The delivery designation is specified on the A.10.39 Delivery Designations screen, and it represents the destination. Each project has different destinations depending on traffic routes and fabrication and site locations. The concept of delivery routes provides a basis for expediting and estimating when material arrives at its destination.

If the Forecast tool of the Site module is used to search back through the supply chain, only those destinations specified with the ‘Site’ type are included in this search.

Taking the example of the ROS date, the required fields are updated as follows:

Select the requisition and double-click in the Engineering Requisition field,

Select a date from the LOV in the ROS Date field,

Right-click in the field to open the shortcut menu,


Explanation Select the Populate downwards command item to populate the entered value to all fields in

a downward manner,

Or, select the Global update command to populate all line items of the selected requisition

with the entered date.

In the same way, you can update the following fields:

Activity Code - An activity can be assigned to the requisition line item using the LOV in this field. When you enter an activity, the current date of that activity is copied over to the ROS Date field.

Procure Channel - Procurement Channel. This attribute must be filled only if the material on this requisition line item is not processed by the procurement department. This attribute can be filled automatically by the CIP m_pck_req_custom.std_proc_channel during MTO job execution.

Account Code - The account code can be universally applied here or on an individual line item basis. However, the most efficient way to apply an account code is to incorporate a CIP function during the MTO job.

Weight Unit - The weight unit can be entered using the LOV in the Weight Unit field. All units defined for the unit groups 'WEIGHT' and 'QUANTITY' are available for selection in this field.

Budget - You can enter a budget value for the selected requisition line item in this field.

Currency - Typically, this value is applied by procurement in the MSCM module. However, a default can be applied here.

Delivery Designation – See description above.

TE Rqd indicator - A technical evaluation is required if this indicator is selected. This value can be specified during the MTO job, but it can be changed here if required.

Allow RTP indicator – This indicator shows whether positions can be released to procurement or not. This indicator enables you to lock positions from releasing to procurement.

When the requisition is released, there is no way to release locked positions from this requisition later on.


Explanation

Approve and Release Requisition After the quantities are checked, the additional requirements are defined, and the delivery requirements are specified, the requisition can be approved and released to procurement. The project default ZR_ADV_APP controls how many steps must be performed when approving and releasing an engineering requisition.

If the project default is set to N (default), there is no logic behind the RfA (Ready for approval) check box and the button is displayed with the label 'Release', providing a one-step release process. When you click this button, the engineering requisition is not only approved but at the same time, it is released to procurement. The approval of the requisition cannot be reversed because the requisition is already released to procurement. A log file is written, and the file name is 'RTP_' + '<sequence>' + '.log'.

If the project default is set to Y, which means advanced approval is activated, the button is displayed with the label 'Approve'. This button is only enabled if the RfA check box has been selected. To release a requisition to procurement (MSCM), three steps are needed:

1. Select the RfA (Ready for Approval) check box and save. The Approve button becomes available.

2. Click the Approve button to approve the requisition. The label of the button changes to Release.

3. Click the Release button to release the requisition to procurement.

The Approve button is only enabled if the login user has the ER APPROVAL privilege granted.

The Release button is only enabled if the login user has the RTP FOR LOGIN DP or the RTP FOR LOGIN AND QUERYABLE DP privilege granted. With the RTP FOR LOGIN DP privilege granted, you can release requisitions that were created in the discipline you are logged into. With the RTP FOR LOGIN AND QUERYABLE DP privilege granted, you can further release requisitions assigned to any of the queryable disciplines.

The ZR_ADV_APP project default is ignored for a requisition that is a candidate for a balance requisition, which means it was created by an MTO job whose MTO type is assigned to a balance MTO type. In this case, the button is always labeled with Approve.

A requisition can only be approved if:

the RfA check box is selected, if ZR_ADV_APP is set to Y,

the requisition is not yet approved,

the user has the ER APPROVAL privilege granted, and

the user is logged in with the discipline of the requisition.

A requisition can only be released to procurement if:

the requisition is approved, if ZR_ADV_APP is set to Y,

the requisition is not yet released to procurement,

the user has the RTP FOR LOGIN DP or the RTP FOR LOGIN AND QUERYABLE DP privilege granted,

the user is logged in with the discipline of the requisition in case only RTP FOR LOGIN DP is granted.


Explanation the requisition is not assigned to a balance requisition, and

the requisition was created by an MTO job that is not assigned to a balance MTO job.

To check whether any requisition line items can be found for which the Force RTP check box should be set, you can use the CIPs check_force_rtp and set_force_rtp of the m_pck_req_custom package. The standard version of these CIPs delivered with the software work as follows:

If the requisition to be approved has line items without changes in quantity in comparison to the previous supplement or with zero quantities in case of the first supplement but with changes in attached attributes, documents or VDRs, you are informed about this fact if you have missed to set the Force RTP indicator for the relevant line items. You can opt to let the software automatically set this check box for the affected line items, or to ignore this warning and continue the approval, or to cancel the approval process.

Line items without quantity changes cannot be placed on any agreement if the Force RTP check box is not selected.

It is up to you to implement meaningful code for the CIP function check_force_rtp and the procedure set_force_rtp. Depending on the return value of the function, a corresponding alert is shown or not.

When a purchase requisition with supplement 0 (zero) is approved, and the requisition is not linked to an inquiry requisition, a corresponding warning appears allowing you to cancel the approval procedure and create this link. But you can also approve the requisition without this link.

Before a requisition is actually approved/released, the procedure behind this button checks if

the weight unit is filled on all line items,

the quantity unit for the released quantity is set on all line items,

the ident is filled on all line items,

the delivery designation is set on all line items,

the ROS date is set for all line items that are to be released to procurement (this check is only done for purchase requisitions),

the Proc Seq (order sequence for procurement) field is set on all line items, if the project default ZR_PROCSEQ is set to Y, and

the account code can be generated by calling the CIP procedure std_job_id(r_id) from the m_pck_req_custom package.

After all checks have been performed successfully, the Approved by field is filled with the name of the login user, and the Approved Date field is filled with the current date.

If the project default ZP_MS_TRCK is set to Y and thus automatic milestone tracking is activated, and if a corresponding milestone label is defined on the P.10.63 Milestone Label Derivs screen with master table = M_REQS and master table date column = APPROVED_DATE, the actual dates for the milestone planning items are set with the requisition approval.

Releasing the requisition to procurement (MSCM) means in detail:

In the case of requisitions for purchase (Purchase indicator selected), the release context for requisition line items is taken into account. If the release context has been set to 'Shortage Quantities', only line items with a positive increased quantity and with selected Allow RTP check


Explanation box or selected Force RTP check box is released to procurement. If the release context is set to 'Surplus Quantities', only line items with a negative increased quantity and with selected Allow RTP check box or selected Force RTP check box are released to procurement. If you have selected 'New Line Items' as the release context, all line items that cannot be found on a previous requisition supplement are released, as long as the increased quantity is positive, and the Allow RTP check box or the Force RTP check box are selected.

In all cases, a new requisition supplement is created automatically. This supplement contains all the line items of the current supplement, with the increased quantity set to 0 (zero) for all line items that have been released by this step. This feature provides you with the ability to change the release context and then to release, for example, all lines with shortage quantities if you have now released the lines with surplus quantities. Moreover, the increased quantity of all line items that are not released to procurement is set to 0 on the current supplement.

When you select release context 'All Quantities' or 'Changed Quantities' all line items with either the Allow RTP or the Force RTP check box selected are released. A new requisition supplement is not created.

For inquiry-only requisitions (Purchase indicator is not checked), the release context is not relevant; it is not considered. All line items with the following characteristics are released: (1) the increased quantity is not 0 (zero) and the Allow RTP check box is selected or (2) the Force RTP check box is selected.

With the release to procurement of the requisition:

the CIP m_pck_req_custom.insert_m_reqs(r_id) fills customer specific tables for procurement with the requisition data,

the current date is stored in the Rel to Proc (release to procurement) field,

the requisition status is set to the status defined as the production status for the discipline of the requisition, and

in case of a requisition supplement greater than 0 (zero), the buyer assigned to the previous supplement is copied over to the current requisition.

With regard to SmartPlant Integration, the release to procurement causes the requisition to be published under the following conditions:

The project must be enabled for SmartPlant Integration; that is, the SmartPlant Enabled indicator must be selected on A.20.01.02 Project Information. For more information, see the SmartPlant Materials Adapter and Integration Configuration Guide, available from the Printable Guides page in the software.

The requisition supplement is the first supplement or the publish has started with the first supplement.

The release to procurement fails if the view file could not be created and the project default ZI_SP_RFIL is set to Y, which means a view file is required for publish. Setting ZI_SP_RFIL to N nevertheless starts the view file creation but does not terminate the release to procurement due to errors during the view file creation.

To add information published to SmartPlant Integration, you can use the CIP package M_PCK_MTI_CUSTOM, where you can define code to fill five user-definable fields UDF1-5, each of 4000 characters length. This UDF is published as additional notes for the requisition.


Explanation

Reverse Requisition Approval To reverse the approval of a requisition, you must delete the value in the Approved Date field. This reversal is only possible as long as the requisition has not been released to procurement.

Multi-Step Approval When the project default ZR_ADV_APP is set to Y, you can use a multi-step approval sequence instead of approval via Approve button. Click the Approval Sequence button to open the A.20.49 Approval Sequence screen.

To add users (approvers) to the approval sequence, you can select each user from the LOV in the User field. Then you must assign a sequence in the Seq field, and you can assign a user title in the Title field. Or, you copy a pre-defined user template into the Approval Sequence block. First, you must select a template from the LOV in the Approval Template field at the bottom of the screen. The approval templates are defined on the A.20.45 Approval Templates screen. Then click the Copy button to copy the selected template. The copied records can be modified.

To be able to approve the requisition, the approver must be logged in with the project/discipline of the requisition. Then he can select the Approved check box and enter a comment in the Comment field. When he saves the changes, the current date is automatically stored in the Approved/Rejected Date field, and the user name of the approver is stored in the Approved/Rejected by field. Now the next user on the list can approve the requisition. As soon as all approvers have approved the requisition, the Approved Date field on the requisition header is filled with the date of the final approval, and the Approved by field is filled with the user name of the final approver. Further, the Release button is enabled.

When the Approved check box is selected, the CIP procedure

m_pck_req_custom.approve_req_by is executed. You can use this CIP to include your


Explanation

custom logic to validate the approval process. An error dialog box appears if the validation fails.

When the requisition has been approved by all people in the approval sequence, the procedure m_pck_req.approve_req is executed. This procedure calls the CIP procedure m_pck_req_custom.approve_req.


S E C T I O N 3

The purpose of this tutorial is to maintain and complete the requisitions created by an MTO job and to approve and release requisitions to procurement in the E&PI(Req) module of SmartPlant Materials.

Be sure to read the Explanation (on page 9) section of this training document before starting the tutorial.

Before starting the tutorial, please log in to the TRAINPROJ project and the PIPING discipline. You can check the project and discipline by looking at the bottom of the screen.

Project Defaults Purpose This section explains how to set the relevant project defaults when starting a new project in the SmartPlant Materials E&PI(Req) module.

Exercise 1. Open the A.20.12 Projects Defaults screen from the Administration > A.20

Project/Product Group menu branch.

Tutorial


Tutorial

2. The login project should be displayed in the first block. If not, click the Enter Query

button to change to query mode, open the LOV using the List of Values button, and

select the project from the list. Then click OK to close the LOV. Click the Run Query button to display the selected project with its details.

3. Click the E+PI(Req) tab to display the project defaults relevant for the Requisition module.

4. Double-click in the Value field of project default ZR_ADV_APR to open the LOV, select Y, and click OK to close the LOV and copy the selected value to the Value field. In the same way, set the below mentioned project defaults.

5. Click the General tab to display the global project defaults.

Set the following project defaults:

ZX_CURCY Select any currency from the LOV (predefined on A.10.12).

ZX_ORIGIN Select any origin from the LOV (predefined on A.10.33).

6. Click the MSCM tab to display the project defaults relevant for the MSCM module.

Set the following project defaults:

ZP_MS_CRT Select N from the LOV (no automatic creation of requisition milestones).

ZP_MS_TRCK Select N from the LOV (no milestone tracking).

7. Save the changes using the Save button.


Tutorial 8. Close the screen by selecting File > Close All or Close from the main menu.

Privileges Purpose This section explains how to assign the relevant privileges when starting a new project in the SmartPlant Materials E&PI(Req) module.

Exercise 1. Open the A.20.06.04 User Privileges screen from the Administration > A.20

Project/Product Group > A.20.06 User Security menu branch.


Tutorial 2. The TRAINING user and the TRAINPROJ project with the PIPING discipline should be

displayed in the first block. If not, click the Enter Query button to change to query

mode, open the LOV using the List of Values button, and select the user from the list in the User field. Then click OK to close the LOV. Now select the project from the LOV in the Project field, and the discipline from the LOV in the Discipline field. Then click OK to

close the LOV. Click the Run Query button to display the selected specification with its details.

The Roles Privileges block shows all privileges granted to the role that is assigned to the selected user security record.


Tutorial

3. Click in the Privilege field in the User Privileges block, and click the List of Values button to open the LOV.

4. Select the ER APPROVAL privilege, and click the button to move the selected privilege to the list on the right side.

5. Do the same with the RTP FOR LOGIN DP privilege.

6. Click the button to assign the selected privileges to the user privileges.



Tutorial 8. Close the screen by selecting File > Close All or Close from the main menu.

Check Material Quantities 1. Open the R.30.01 Maintain Requisitions screen from the E&PI (Req) > R.30 Requisitions

menu branch.


Tutorial

2. Click the Run Query button to display the existing requisitions.

3. Select the PIPING-FO FITTINGS requisition, and double-click in the Engineering

Requisition field.


Tutorial

Window 2 opens where the requisition line items are displayed.

4. Use the scrollbar under the requisition line items to scroll to the right until the Released

Quantity fields are displayed.

You can use the in the upper right corner to enlarge the screen.

5. Check the released quantity of all line items; this quantity was set by the MTO job equal to the New List Quantity value by default.


7. Check the Released Quantity values of the other requisitions in the same way.

8. Close the screen by selecting File > Close All or Close from the main menu.


Tutorial

Define Delivery Requirements 1. Open the R.30.01 Maintain Requisitions screen from the E&PI (Req) > R.30 Requisitions

menu branch.



Tutorial 3. Select the PIPING-FO FITTINGS requisition, and double-click in the Engineering

Requisition field. Window 2 opens where the requisition line items are displayed.

4. Use the scrollbar under the requisition line items to scroll to the right until the ROS Date

fields are displayed.


5. Select a date from the LOV in the ROS Date field, and click OK to insert the date and to close the LOV.

6. Right-click in the ROS Date field to open the shortcut menu.

7. Select the Populate downwards command from the menu. The software copies the date to

all requisition line items below.


Tutorial 8. Scroll further to the right to the Delivery Designation field.

9. Click the List of Values button and select a pre-defined delivery designation from the LOV. Click OK to copy the value and to close the LOV.

10. Right-click in the Delivery Designation field to open the shortcut menu.

11. Select the Populate downwards command from the menu. The software copies the value to all requisition line items below.


13. Update the ROS Date and Delivery Designation values for the other requisitions in the same way.


Approve and Release Requisition 1. Open the R.30.01 Maintain Requisitions screen from the E&PI (Req) > R.30 Requisitions

menu branch.


Tutorial


3. Select the PIPING-FO FITTINGS requisition, and use the scrollbar at the bottom to scroll to

the right until the RfA check box is displayed.


4. Select the RfA check box for the selected requisition, and save the changes using the Save

button. The Approve button is now enabled.

5. Click the Approve button to approve the selected requisition.

6. Confirm the following message with Yes to continue.


Tutorial 7. Another message appears. Click OK to continue.

The Approved Date and Approved by fields are filled with the system date and the name of the login user.

The label of the Approve button has changed to Release.

The requisition is not yet released to procurement, so you can reverse the approval by removing the date from the Approved Date field. When you save this change, the Approved by field is also cleared and the button is labeled with Approve again.

8. Click the Release button to release the selected requisition to procurement. A message appears.

9. Click OK to continue.

The status of the released requisition is set to CLOSED and the Approve/Release button is disabled.

10. Approve and release the other requisitions in the same way.



S E C T I O N 4

1. The CLOSED requisition status is set when:

a. The requisition is created.

b. The requisition is approved.

c. The requisition is released to Procurement.

2. Which steps are needed to release a requisition to procurement when advanced approval is activated (project default ZR_ADV_APR is set to Y)?

a. Click the Release button to approve and release the requisition in one step.

b. Select the RfA check box.

c. Click the Approve button to approve the requisition.

d. Click the Release button to release the requisition to procurement

3. Which quantity field can be updated on requisition line items created by an MTO job?

a. New List Quantity

b. Released Quantity

c. Increased Quantity

d. Recommended Quantity

4. Which values are increased when a requisition supplement is created with quantity changes?

a. Supplement

b. MR Revision

c. SR Revision

5. Which material can be found in the PIPING LEFTOVERS requisition used in this tutorial?

Quiz


Quiz


S E C T I O N 5

In this tutorial, you learned how to:

Add additional information to a requisition generated by a material take off (MTO) job

Handle the revision of data due to bill of materials (BOM) changes

Approve requisitions

Release requisitions to procurement

Quiz Answers 1. The CLOSED requisition status is set when:

a. The requisition is released to Procurement.

2. Which steps are needed to release a requisition to procurement when advanced approval is activated (project default ZR_ADV_APR is set to Y)?

b. Select the RfA check box.

c. Click the Approve button to approve the requisition.

d. Click the Release button to release the requisition to procurement

3. Which quantity field can be updated on requisition line items created by an MTO job?

b. Released Quantity

4. Which values are increased when a requisition supplement is created with quantity changes?

a. Supplement

b. MR Revision

c. SR Revision

5. Which material can be found in the PIPING LEFTOVERS requisition used in this tutorial?

All materials that could not be placed on the other requisitions.

Summary


Summary

Helpful References SmartPlant Materials and Reference Data - User Interface Basics

SmartPlant Materials A-Z Training - How to Manage BOM

SmartPlant Materials A-Z Training - Create Requisition MTO

Comments and Questions Please send comments or questions to [email protected] (mailto:[email protected]).


mailto:[email protected]

A Allocation of Material • 20 Approve and Release Requisition • 32, 47

C Check Material Quantities • 19, 42 Check Requisition Header Information • 12 Comments and Questions • 54

D Define Additional Requirements • 23 Define Delivery Requirements • 30, 45 Documents • 24

E Explanation • 9

H Helpful References • 54

M Multi-Step Approval • 35

N Notes • 27

O Objectives • 7 Overview • 7

P Prerequisites • 7 Privileges • 39 Project Defaults • 37

Q Quiz • 51 Quiz Answers • 53

R Released Quantity Check • 21

Requisition Revisions • 11 Reverse Requisition Approval • 35

S Setup • 11 Summary • 53

T Text and Terms • 26 Tutorial • 37

V Vendor Data Requirements (VDRs) • 28

W Workflow Diagram • 10

Index
