purchase Request (PR)

Overview:

The Purchase Request (PR) feature enables you to create purchase orders for items that need to be restocked or for new items that need to be added to inventory. This function is designed to be user-friendly, allowing for a quick and easy selection of items that need to be ordered.

Features:

The PR function offers several features:

1. Ability to make requests for any items in the application database, eliminating the need for individual PRs for each category.
2. Quick search and selection of items using category, subcategory filters, or by searching using SAP number.
3. Option to delete any item in the PR.

Creating a New Purchase Request:

To create a purchase order, follow these steps:

1. Navigate to the Commercial Module Main Menu.
2. Click on “New Purchase Request”.
3. Enter the requested date.
4. Choose the store name (Note: Be careful as the selected store will receive all the item quantities delivered later, and this can’t be changed).
5. Add any remarks or notes for this PR.
6. Add the items you want to order (instructions on adding items below).
7. Add the order quantity for each item.
8. Continue adding all items using the same process.
9. Click Save to submit your order.

Adding Items to PR:

You can add items to the PR using two methods:

Method 1 – Using Category and Subcategory:

1. Choose the Category of the item.
2. Choose the Subcategory of the item.
3. Choose the item name from the item selector dropdown menu.

Method 2 – Search by SAP Number:

1. If the SAP Number field is disabled, click “Enable SAP Search”.
2. Enter the SAP Number of the item.
3. Select the item from the Item Selector.

Modifying a Purchase Order:

Please note that you can only change the item’s quantity within the PR. The primary information like the store or the requested date cannot be changed.

Follow these steps to modify a PR:

1. Navigate to the Commercial Module Main Menu.
2. Click on “Modify PR”.
3. All previously created PRs will be displayed.
4. You can filter the PRs by status or by a specific period using the “From Date” and “To Date” fields.
5. Once you find the correct PR, click the “PR” button.
6. The PR will open and you can modify the item quantities.
7. Click Save to apply the modifications.

Handling Delivery Status:

If an item you are modifying has already been delivered, the application will abort the modification and inform you accordingly. If the item has not been delivered yet or is partially delivered, the modified quantity will be recalculated and the items requested for delivery will be updated.

Please note that if the modified item’s quantity is less than the items in delivery (for example, the vendor has already delivered part of the items), an error message will be displayed to warn that the remaining quantity of items is less than requested.