Creating a new purchase order from requisition line items - HxGN EAM - 12.0.1 - Help - Hexagon

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 Requisitions form.

If the installation parameter POCURR is set to NO, the system requires that all requisition lines reference the same currency before it generates a purchase order.

Only users with the proper authorization can create purchase orders from existing requisitions with an Unfinished status or equivalent user code.

To grant users the authorization to create purchase orders from existing requisitions with Unfinished status, you must create the appropriate status authorizations for the PORD entity on the Status Authorization form. You can also create an equivalent user code for the Unfinished status to which to assign to generated purchase orders.

You may set monetary approval limits for the purchase order line or header level for Purchase Order or for PO Approval on the Users form to generate and/or approve the purchase order. Purchase order limits are specified per user if you do not use multi-organization security. If you do use multi-organization security, purchase order limits are specified per user and organization. If your system administrator does not set monetary approval limits, users with proper authorization will be able to generate and/or approve purchase orders of any amount.

The LIMITLEV installation parameter determines whether approval limits are set at the header or line level. The system administrator can set Purchase Order for generation and/or PO Approval for approval at either the header level or the line level using the LIMITLEV installation parameter on the Install Parameters form.

1. Select Purchasing > Process > Generate POs.

2. Specify this information:

   Organization - Specify the organization to which the requisition belongs if you use multi-organization security.

   Supplier - Specify the supplier for which purchase orders should be created.

   Store, Buyer, Requested By, Requisition - Specify the store, buyer, originator, and/or requisition for which to create the purchase order.

   To generate purchase orders for all stores, buyers, originators, and/or requisitions that begin within a specific letter, enter the letter followed by a percentage sign. For example, if you want to generate purchase orders for all of your Houston stores, you enter ‘H%’ in Store.

   Create PO - Select to create a new purchase order from the requisition lines.

   You may also select Add to Existing PO.

   PO Status - Select the status of the purchase order to be created.

   Originator - Specify the originator of the purchase order to be created.

   Delivery Address, Buyer - Specify a delivery address and/or buyer for the purchase order to be created.

   Print PO - Select to print a new purchase order from the requisition lines.

3. Click Process.

4. Select the requisition lines to associate with the PO. The system automatically selects all of the requisition lines for which a supplier is specified. You may remove individual lines from the list by clearing the check box. The line remains outstanding, and you can assign it to a future purchase order.

   To select all the lines at once, check Select. To clear all the lines at once, clear Select.

5. If a supplier is not specified for a part, select a supplier for the part. Press F9 to display the supplier lookup. The system automatically populates Supplier Org.

   If the part does not currently exist in the supplier’s catalog, the system creates a record for the part in the supplier’s catalog.

   For parts that are included in a supplier’s catalog but do not have a Gross Price (for purchases) or Repair Price (for repairs) recorded in the supplier catalog, the system updates/inserts the Gross Price or Repair Price for the part in the supplier catalog when the purchase order line is generated.

6. Click Generate. The system generates a purchase order, assigns the appropriate system status, and assigns the organization of the purchase order based on the organization of the store on the requisition.

   Depending on your system configuration, the system requires an electronic signature to authorize status initiations for purchase orders. The system displays the eSignature pop-up window when assigning a status for the purchase order.