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Purchase requisitions (form) [AX 2012]

Updated: March 3, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

–or–

Click Project management and accounting > Common > Item tasks > Project purchase requisitions.

To create a new purchase requisition, click Purchase requisition, enter the name of the purchase requisition in the dialog box, and then click OK. To open an existing purchase requisition, double-click the line item for the purchase requisition on the Purchase requisitions prepared by me list page.

Use this form to create or modify a purchase requisition, and then submit the purchase requisition for review. You can create purchase requisitions for multiple users, in multiple legal entities, or organizations. You can also copy an existing purchase requisition and purchase requisition lines to create a new purchase requisition. You can approve, reject, or complete purchase requisitions that are assigned to you. You can also create a request for quotation (RFQ) directly from a requisition that has a purpose of consumption, if you have the necessary permissions.

You can also enter purchase requisitions on behalf of another user, if you have been granted permissions to request products for another worker. For more information about how to set up permissions to enter purchase requisitions on behalf of another worker, see Set up permissions for ordering products on behalf of someone else.

In Microsoft Dynamics AX 2012 R2, the concept of a requisition purpose has been introduced in order to allow for more flexibility in how requisition demand can be fulfilled. When you create a requisition, you can assign it one of two purposes: consumption or replenishment. Depending on the purpose, requisition demand can be fulfilled by a purchase order, transfer order, production order, or kanban. For more information about requisition purposes and how they affect the requisition process, see About purchase requisitions.

NoteNote

A purchase requisition in Microsoft Dynamics AX 2012 is equivalent to a requisition with a purpose of consumption in Microsoft Dynamics AX 2012 R2.

The following tables provide descriptions for the controls in this form.

The tabs and controls that were added to this form for the Warehouse management features in Microsoft Dynamics AX 2012 R3 are not described in this topic. For information about these features, see Warehouse management.

Tab

Description

Purchase requisition

Create a new purchase requisition, or edit, cancel, or delete an existing purchase requisition. Create a request for quotation (RFQ) when the requisition purpose is consumption, copy a purchase requisition, or copy lines from an existing purchase requisition to a new purchase requisition. View a summary of the total amount for all lines when the requisition purpose is consumption, export the data for the purchase requisition and purchase requisition lines to Microsoft Excel, or attach supporting documents to the purchase requisition.

Financials

Reserve budget funds for a purchase requisition. View the status of the project budget for selected purchase requisitions that are associated with a project, or view the committed costs or accounting distributions for a selected purchase requisition.

NoteNote

You can perform the actions available from the Financials tab only when the requisition purpose is consumption. When the requisition purpose is replenishment, demand is expressed in terms of quantity instead of a monetary amount.

Review

View and compare versions of a selected purchase requisition.

Tab

Description

Purchase requisition header

View and enter the overall data for the purchase requisition. This data includes the worker who entered the requisition data, the status of the purchase requisition, and the requested date and accounting date. The Accounting date field applies only when the requisition purpose is consumption.

History

View the user statistics for the purchase requisition. If you imported the requisition from an external purchase requisition system in your organization, you can also view the requisition's identification number and system data.

Purchase requisition lines

Enter and view information about the purchase requisition lines for the selected purchase requisition.

Button

Description

Delete

Delete the whole purchase requisition. Only purchase requisitions that have a status of Draft can be deleted. If the purchase requisition has been submitted for review, you must recall the purchase requisition, and then you can delete it. Purchase requisitions that have been approved can only be canceled.

NoteNote

When a requisition that has a purpose of consumption is deleted, any budgetary reservations are also deleted for that requisition.

Cancel

Cancel the purchase requisition. Only purchase requisitions that have a status of Approved can be canceled.

If the purchase requisition has a status of Draft, you can delete the purchase requisition. If the purchase requisition has been submitted for review, but the review process is not yet complete, you must recall the purchase requisition, and then you can delete it.

If a requisition is closed, it cannot be canceled because one or more fulfillment documents have already been generated for the request. Instead, you must cancel or delete the fulfillment documents if the products are no longer needed.

Purchase requisition

Create a new purchase requisition. Enter a name for the requisition, the requested date, and the accounting date, if applicable, for the items that are included on the purchase requisition. If you are creating the purchase requisition for project expenditures, you can also select the default project that is displayed on the purchase requisition lines. The requisition's identification number is automatically generated.

NoteNote

You can enter an accounting date and default project only when the requisition purpose is consumption.

Request for quotation

Open the Select the lines to copy to the request for quotation form, where you can allow the purchasing agent to add a request for quotation (RFQ) for the purchase requisition lines when the selected requisition has a purpose of consumption. The Request for quotation button is only available during the review cycle for the requisition. Users must also have security permissions to create the RFQ.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Totals

Open the Totals form and view the total expenditures for the selected purchase requisition line.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Copy

Copy the current purchase requisition and purchase requisition lines to a new purchase requisition. For example, if you created a new employee kit for a requisition that you previously submitted, you may want to copy the purchase requisition to a new requisition.

NoteNote

You can only copy purchase requisitions for which you are the preparer. In Microsoft Dynamics AX 2012 R2, the requisition that you copy to must have the same requisition purpose as the requisition that you copy from.

Copy lines

Open the Copy purchase form, where you can copy purchase requisition lines from purchase requisitions that you have previously created, and then add them to the current purchase requisition.

NoteNote

You can only copy lines from purchase requisitions for which you are the preparer. In Microsoft Dynamics AX 2012 R2, the requisition that you copy to must have the same requisition purpose as the requisition that you copy from.

View distributions

Open the Accounting distributions form, where you can view the account and the financial dimensions to which the expenditures for the purchase requisition line are allocated. You can also allocate the expenditures for the purchase requisition line across multiple accounts and financial dimensions.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Reserve budget funds

Create a pre-encumbrance for the cost of the items on a purchase requisition.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Budget check errors or warnings

View the available budget for the selected purchase requisition lines.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Perform budget checking

Validate the selected purchase requisition line amounts against the budget that is defined for the financial accounts.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Project budget status

View the status of the budget for the project associated with the selected purchase requisition.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Committed cost

View the costs committed to the project for the selected purchase requisition.

NoteNote

You can perform this action only when the requisition purpose is consumption.

Purchase requisition versions

View the versions that were created for a selected purchase requisition. An initial entry is created after the purchase requisition is submitted for review. A new version of the purchase requisition is generated every time that a change is made to the purchase requisition during the review process or when a purchase order is generated for the purchase requisition.

Compare purchase requisition versions

Compare the selected version of the purchase requisition with the most current version of the purchase requisition.

Button

Description

Submit

Submit the purchase requisition for review and start the workflow process.

Add line

Add a product to the purchase requisition, and enter the details of the line item directly in the form.

Add items

Select the products that you want to add to the purchase requisition. The products available to you depend on the requisition purpose and the product categories that have been defined for your specific legal entity.

When the requisition purpose is consumption, you can add both catalog items and items that you are requesting by category because they were not found in a catalog. You can browse and search the procurement categories, and add multiple products to the purchase requisition at the same time.

When the requisition purpose is replenishment, only products that are stocked and released to the specified legal entity are available. For more information about how to define the products available when the requisition purpose is replenishment, see Replenishment category access policy rule (form).

Cancel

Cancel the selected purchase requisition line to stop the purchase requisition process. Only purchase requisition lines that have been approved can be canceled.

If the purchase requisition has a status of Draft, you can remove the selected purchase requisition line.

If the purchase requisition has been submitted for review, but the review process is not yet completed, you must recall the purchase requisition, and then you can remove or delete the selected purchase requisition line. You can then resubmit the purchase requisition to continue the review process for any remaining purchase requisition lines.

Remove

Delete the selected purchase requisition line. Only purchase requisition lines that have a status of Draft can be deleted. If the purchase requisition line has been submitted for review, you must recall the purchase requisition, and then you can delete the selected purchase requisition line.

Details

View the details of the selected purchase requisition line.

Purchase requisition line

Open a menu with the following items:

  • Suggest vendors – Open the Vendor suggestions form, where you can select a vendor from the vendor master list. You can also suggest a new vendor from whom you want to order the selected purchase requisition line item.

    NoteNote

    This control applies only when the requisition purpose is consumption.

  • Display inventory dimensions – Open the Dimensions display form, where you can select the inventory dimensions that you want to appear on the Purchase requisition lines tab.

  • Explosion – View an assessment of the feasibility of fulfilling the demand on the selected requisition line.

    NoteNote

    This control is available only if Microsoft Dynamics AX 2012 R2 is installed, and it applies only when the requisition purpose is replenishment.

  • Category guidelines – View the category guidelines that are defined for the selected purchase requisition line.

    NoteNote

    This control applies only when the requisition purpose is consumption.

  • Purchase order confirmations – View information about the purchase orders that have been confirmed for a specific purchase requisition line.

    NoteNote

    This control applies only when the requisition purpose is consumption.

  • Invoice journals – View the information for the invoiced purchase order that was created for the selected purchase requisition line.

    NoteNote

    This control applies only when the requisition purpose is consumption.

  • References – View the references to the fulfillment documents that were created to fulfill the demand on the selected requisition line.

    NoteNote

    This control is available only if Microsoft Dynamics AX 2012 R2 is installed, and it applies only when the requisition purpose is replenishment.

Financials

Open a menu with the following items:

  • Distribute amounts – Open the Accounting distributions form, where you can view the account and the financial dimensions to which the expenditures for the purchase requisition line are allocated. You can also allocate the expenditures for the purchase requisition line across multiple accounts and financial dimensions.

  • Subledger journal – View the subledger journal for the selected purchase requisition line.

  • Budget check errors or warnings – View the available budget for the selected purchase requisition line.

  • Perform budget checking – Validate the amount of the selected purchase requisition line against the budget that is defined for the financial accounts.

  • Transfer budget – Create a transfer of the budget between financial accounts or dimensions.

  • Maintain charges – Create or modify miscellaneous charges, such as freight, for the selected purchase requisition line. The miscellaneous charges for items in an internal catalog are read-only.

  • Sales tax – View the amount of sales tax for the selected purchase requisition line.

  • Project budget status – View the status of the budget for the project that is associated with the selected purchase requisition line.

  • Committed costs – View the costs that are committed to the project for the selected purchase requisition line.

NoteNote

The items in this menu are only available when the requisition purpose is consumption.

Inventory

Open a menu with the following item:

  • On-hand – View the on-hand balance for the selected line item.

Field

Description

Preparer

The name of the user who creates the purchase requisition.

(Purchase requisition)

Status

The status of the purchase requisition. The status is automatically updated during the life cycle of the purchase requisition. For more information, see About statuses for purchase requisitions.

Requisition purpose

The purpose of the requisition. The requisition purpose determines how requisition demand can be fulfilled, whether by purchase order, transfer order, production order, or kanban. For more information about requisition purposes, see About purchase requisitions.

NoteNote

This field is available only if Microsoft Dynamics AX 2012 R2 is installed.

(Purchase requisition)

Buying legal entity

The buying legal entity for the default project that is assigned when the requisition purpose is consumption. This field applies only to purchase requisitions that are created for project expenditures.

Project ID

The project identifier for the default project that appears on the purchase requisition line when the requisition purpose is consumption. You can modify the project ID at the purchase requisition line level.

Requested date

Enter the date that the items in the purchase requisition are being requested for delivery.

Accounting date

The date that is used to record the accounting entry in the General ledger and to validate the budget funds that are available. This field applies only when the requisition purpose is consumption.

Reason

Select the reason code that explains why the purchase requisition is being created. You can also enter any additional details to support your business justification in the Details field. By default, the reason code that you select appears on the purchase requisition lines.

On hold

Select to stop the purchase requisition from further processing.

NoteNote

This check box is available only if eProcurement in Microsoft Dynamics AX 2012 R3 is installed.

Submitted by

The name of the user who submitted the purchase requisition for review.

Submitted date

The date that the purchase requisition was submitted for review.

Source requisition ID

The identifier that was assigned to the purchase requisition by the program in which the purchase requisition was originally created. For example, if a purchase requisition was created by using a mobile device that was running a program other than Microsoft Dynamics AX, the identifier of the purchase requisition is retained. The identifier is then displayed in this field when the purchase requisition is imported into Microsoft Dynamics AX for processing. This field applies only when the requisition purpose is consumption.

Source system name

If the purchase requisition was created outside Microsoft Dynamics AX and then imported into Microsoft Dynamics AX for processing, the name of the program that was used to create the purchase requisition. This field applies only when the requisition purpose is consumption.

Requester

The name of the individual for whom the product is being requested.

(Lines)

Buying legal entity

The name of the organization that enters into a contract with the vendor and incurs the cost of the product after it is purchased if the requisition purpose is consumption, or the organization that requested the product if the requisition purpose is replenishment. This organization is usually the legal entity in which the requester is employed. Requesters can also be granted permissions to request products for other legal entities.

Receiving operating unit

The name of the organization's operating unit, such as the department or cost center, that is receiving the product. This operating unit is usually the operating unit in which the requester holds a position. Requesters can also be granted permissions to request products for other operating units. Usually, the operating unit is used as a cost accumulator on accounting distributions to measure operational performance.

Procurement category

The procurement category that the product is assigned to.

(Lines)

Status

The status of the individual purchase requisition line. Purchase requisition lines can be reviewed individually when the whole purchase requisition is submitted. The status is automatically updated as the line item is reviewed by using workflow. The following values are used:

  • Draft – The purchase requisition line has not been submitted for review, and it can be modified. Alternatively, the purchase requisition line was recalled, and it has not been resubmitted for review.

  • In review – The purchase requisition line has been submitted for review, but the review process is not yet completed.

  • Approved – The review process for the purchase requisition line is complete, and the purchase requisition line has been approved. All purchase requisition lines that have not been canceled must be approved before the purchase requisition can be updated to a status of Approved.

  • Rejected – The purchase requisition line has been rejected.

  • Cancelled – The purchase requisition line has been canceled. Only purchase requisition lines that have been approved can be canceled.

    NoteNote

    All purchase requisition lines that have not been canceled must have a status of Approved before the purchase requisition can be updated to a status of Approved.

  • Closed – If the requisition purpose is consumption, a purchase order has been generated for the purchase requisition line. If the requisition purpose is replenishment, one or more fulfillment documents have been generated.


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