Requests

• Requester (field REQUSR)

Code of the requester, initialized by default to the code of the connected operator, and modifiable.

• Request site (field PSHFCY)

Code of the site issuing the order (request for quote, purchase request, order, subcontract order etc.).
This field is mandatory. It is initialized by default by the purchase site associated with your function profile.
You can modify this code by selecting a code from the list of authorized sites.

• Request no. (field PSHNUM)

Purchase order number that allows the order to be identified in a unique way. This number is generated automatically upon each creation according to the sequence number counter setup associated with this type of document.

• Request date (field PRQDAT)

The order date is initialized to the current date and can be modified (only in creation mode). The modification of this date during the creation leads to the following message being displayed for the re-activation of the prices and any discounts calculated for the lines already entered:

• Project (field PJTH)

Help common to Receipts and Purchase requests.
Use this field to enter a project code.
The management of this code depends on the value of the CTLOPPCOD - Mandatory project control parameter (TC chapter - MIS group).

• When it is set to No, the code can be selected freely.
• When it is set to Yes, an existence check is systematically applied to the entered project code.
  You can use the Selection icon to display the list of available projects.

The management rules of this field are based on the PJTSNGDOC - One project by document- parameter (TC chapter, MIS group).

• If the value of this parameter is Yes, the multi-project management is prohibited.
  The project code is always the same on the document header and on the lines.
  In direct creation, the project code you enter on the header is always used on the document lines and cannot be modified.
  In case of a document transformation, the project code entered on the header is used to filter the documents available for selection and picking. If not project code is entered, it is automatically loaded with the project code of the first selected document. If you deselect this document, the project code is not deleted.
  If you modify the document header project code, this code is automatically used on all the lines.
  
• If the value of this parameter is No, multi-project management is authorized.
  In direct creation, the project code you enter on the document header is used to initialize the project code of the document lines and can be modified.
  In case of document transformation, the project code entered on the header is only used as the default values of lines with no project code.
  
  If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:
• Yes : the project code is transferred to all lines.
• No : the project code is not transferred to the lines.
• Yes if same value : the project code is only transferred to the lines associated to the previous project code.

• Product (field ITMREF)

This is the internal reference of the requested product, which must be included in the Products.
The following products cannot be ordered:

• manufactured products
• phantom products
• sub-contract products.

The product description can be modified whatever the product category.

From the field, Productfield, several possibilities are offered In effect, it is possible to directly enter a product reference whose existence is controlled in the Products file or use the action menu in order to:

• select a product from the file,
• create, according to your access rights, the product in the product record,
• View the orders in progress
• view and take into account the responses to the existing RFQs if the transaction used allows this. The consideration of a response to a RFQ is basically used to initialize information, such as quantity, price, supplier etc.

The activation of the contextual button after the entry of the product reference is used to restrict the list to those elements (RFQs or orders) specifically for this product.

When the entered product is already the subject of an order or a contract, a message is displayed to inform the user whether the line of this contract is still valid or not.

For the products managed in stock, it is possible to take into account the suggestions coming from the MRP calculation (in the Manufacturing module) or those coming from the reorder calculations (in the Stock module).

When there are purchase suggestions for the product entered (POS), a window automatically opens to propose that the requirements be taken into account. If the user does not want to take into account the suggestions, they should exit this window to return to the line entry.

If the user wants to take the suggestions into account, they can enter a date range in order to limit the proposition in time: When no date is entered, the suggestions as a whole are submitted. You can then modify the unit in which the requirements quantities must be expressed: by default the stock unit is suggested. It can be modified provided the new unit is selected from the unit list suggested in the selection (purchase unit, packing unit and stock unit of the product). Requirement lines are then displayed with, for each one:

• the requirement date, the site, the buyer's code;
• The requirement quantity along with the quantity taken into account and initialized by default to the quantity of the requirement
• various information such as the type and the order number in the WIP.

After entering the unit, you can automatically enter the quantity to be taken into account, which is the only information that can be entered on this screen. If the user wishes to sort the list proposed by requirement date or by site, they must exit the entry mode ("Escape"), then use the contextual button in order to choose the sort required.

The suggested quantity taken into account can be modified on the condition that the quantity entered is less than or equal to the requirement quantity, which can be the case if, for instance, the user wishes to take into account only part of the requirement. If you wish to exclude requirement lines, enter a null quantity.

At the end of this, if at the time of entry of the product, the user has previously selected an invitation to tender response, an additional check is carried out and a warning message appears when the total requirement quantity is less than that mentioned in the response. You can cancel or proceed with your entry.

After validation, the requirement lines taken into consideration are regrouped by site and the corresponding PR lines are automatically generated.

The entry of other data in the line depends on the selected transaction. For instance, this is the case with the Site, Supplier and Net price.

• Description (field ITMDES)

Main designation of the product issued from the product record and that can be modified during entry. This is the product description translated into the operator's language.
This description is transmitted with any potential modification to the invoice and printed on the order document.

 The product record can be accessed from this field using a tunnel.

• Standard description (field ITMDES1)

This is the description entered in the product record. This description will be transferred with any modifications to the supplier invoice.

 The product record can be accessed from this field using a tunnel.

• Receiving site (field PRHFCY)

Receipt site where the goods must be delivered by the supplier, initialized to the order site if the latter is also a warehouse.
In case of a purchase request or an order for a product managed in stock:

• the receipt site must be a warehouse,
• the product reference must be defined for this receipt site.

However when the request site is not declared as a warehouse in the site table and the ordered product is managed in stock, it is the first storage site associated with the legal company of the request site that is proposed.

Several possibilities are offered to the user from the Receiving site field. The user can:

• Directly enter a site code, provided it belongs to the same legal company as the requester site. Moreover the existence of the entered site is controlled in the site table.
• Use the contextual button to select a site from the list proposed or carry out different stock inquiries.

 This receipt site must belong to the same legal company as the requesting site for a purchase order or the order site in case of an order.

• Requested date (field EXTRCPDAT)

This is the desired receipt date. A check is carried out with respect to the unavailability dates of the reception site. In the case of the site being unavailable on this date, a warning message appears and another date must be entered. The planned due date can also be automatically recalculated when the date entered corresponds to a non-working day for the site: it is then automatically proposed as the first working day before the non working day.

This information is mandatory. A warning message can also be displayed if the date entered comes previous today's date. It is used to initialize the theoretical order date.

• PUR (field PUU)

This is the default purchase unit linked to the product. When the supplier is changed, this unit can be adjusted according to the purchase unit defined on the supplier-product record.
The product has two purchase units:

• purchase unit defined at the level of the unit product record,
• purchase unit linked to the supplier.

The purchase unit cannot be modified. A re-calculation of the quantities, prices and discounts is then carried out.
This unit is reused on the purchase order.

 Upon invoicing of a product, the product PUR is used.

The unit is initialized by default to the purchase unit associated with the product. When an RFQ response has been taken into account, the unit specified in this response is submitted. When this field can be entered, a new unit can be selected in the unit table.

• PUR quantity (field QTYPUU)

This section is mandatory.
If the line exists with a null quantity, it will not be taken into account upon validation. In modification mode, validation will be refused.

The quantity must be entered. In effect, a message warns the user that the line will not be created if the quantity remains null at the end of the entry.

A warning message can also appear when modifying the quantity proposed further to the taking into account of the requirements and when the quantity entered is less than the quantity taken into account.

• STK (field STU)

This field indicates the product management unit in which the stock is expressed.

• STK quantity (field QTYSTU)

This is the quantity in stock unit calculated from the ordered quantity in order unit.
This quantity cannot be directly modified. The coefficient between the PUR and the STK cannot be changed.

• Supplier (field BPSNUM)

The supplier code must fulfill certain conditions: activated and no prospect types. From this field, several possibilities are offered to the user. It is possible to directly enter a supplier code whose existence is checked in the Suppliers file or use the contextual button to:

• select a supplier from the file,
• select a supplier from the list of suppliers suggested for the product,
• create, according to the user's access rights, a supplier in the file,
• view the list of the last order prices,
• view notes on the supplier.

Upon modification of the supplier on a purchase request line, the re-calculation of the prices and discounts according to the price lists defined for the new supplier is suggested. The quantity of the request and the purchase unit can be adjusted according to the purchase unit of the new supplier and if need be according to the rounding rule defined by the PURQTYRND general setup.

Moreover, following the entry of the supplier, different warning messages can appear in the following cases:

• When the supplier is declared to be on hold. This message can be blocking or a simple warning according to the value given to the blocking code in the supplier record.
  
• When the product is not referenced at this supplier. This message can be blocking or a simple warning according to the choice made at the level of the general setup (see the ITMBPS parameter).
  
• When the order for the product is blocked for this supplier. This message can be blocking or a simple warning according to the value given to the blocking code in the product record.

• Major version (field ECCVALMAJ)

The major version number can only be accessed if the tracking of major versions is active at the level of the product setup (in the Management tab of the Product function, the Stock version field is set to 'Major'). If the versions preloading is activated at the product/suppliers level, or otherwise, at the product/order level, the last active major version is preloaded automatically. Otherwise, the last major version with the 'Stopped' status will be preloaded. It remains modifiable.

• Minor version (field ECCVALMIN)

The minor version number can only be accessed if the tracking of major and minor versions is active at the level of the product setup (in the Management tab of the Product function, the Stock version field is set to 'Major and minor'). If the versions preloading is activated at the product/suppliers level, or otherwise, at the product/order level, the last active minor version is preloaded automatically. It remains modifiable.

• Project (field PJT)

Help common to Receipts and Purchase requests.

The management rules of this field are based on the PJTSNGDOC - One project by document parameter (TC chapter, MIS group).

• If the value of this parameter is Yes, the multi-project management is prohibited.
  The project code of the document line is never available for entry. In direct creation, it is loaded automatically with the code entered in the header and cannot be modified. In case of a document conversion, it is loaded with the project code of the lines of the selected document and cannot be modified.
  Additional lines must have the same project code. In case of line addition, the picking lists are automatically filtered so that only the documents with the same project code are displayed.
  If you modify the document header project code, this code is automatically used on the lines.
  
• If the value of this parameter is No, multi-project management is authorized.
  The project code of the document line is initialized with the header code and in case of document transformation, with the code of the selected document lines. The following lines can have a different project code.
  You can only modify the project code of lines if entering this field is authorized by the chosen entry transaction.
  
  If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:
  • Yes : the project code is transferred to all lines.
  • No : the project code is not transferred to the lines.
  • Yes if same value : the project code is only transferred to the lines associated to the previous project code.
  
  In modification mode, the project code management depends on the value of the CTLOPPCOD - Mandatory project control parameter.
• When it is set to No, the code can be selected freely.
• When it is set to Yes, an existence check is systematically applied to the entered project code.
  You can use the Selection icon to display the list of available projects.

Receipts :

• Calculated order date (field EXTORDDAT)

Theorical order date initialized with the desired reception date.
Cette date est le résultat du calcul :
"date de réception souhaitée - délai".
Le délai est donné soit par le tarif, soit par l'article-site, soit par l'article maître.

• Net price (field NETPRI)

On a purchase request, this net price can come from a RFQ, a price list or the product record.
It is calculated from the gross price and the discounts or charges.
The latter can be modified.

Whether field "Net price" is present or not in the screen, the price is initialized based on the choice made at the level of parameter PSHVLT - PR line valuation (chapter ACH, group PRI):
- either with the value of the standard cost of the Product-site record,
- or with the price coming from a price list search. In this case, if the price list search has been unsuccessful, the base purchase price (tab "Supply") of the Product record is taken into account instead. If this is not possible, and only if parameter  PURPRICE - Price by default standard cost (chapter ACH, group PRI) is set to Yes, the "Standard cost" of the Product-site record is used.

From the net price field, the contextual button makes it possible for the user to:

• view or modify the price, the various charges and discounts and the reasons associated with them,
• view the price lists,
• reinitialize the price by asking for a new price list search.

The entry of the products is performed in a grid, it is thus possible to enter several products: at the end of a line entry, users automatically find themselves in entry mode for the next line. At this stage, it is possible to return on the entered line and use the context button to:

• enter text on this line,
• copy this line,
• view the commitments generated by the PR,
• view the budget detail.

According to the defined setup, the budget control can be carried out at the level of each line or at the end of the entry.

At the end of a line entry, a warning is given when the budget control on the line has been activated and a budget has been exceeded. This message can be blocking or constitute a simple warning according to the choice made in the general setup (see parameter BUDCNTPRP - Precommitment control type, chapter BUD - group CMM). A similar message may appear when validating the PR.

In addition, when the update of pre-commitments is active, this update is carried out automatically:

• Upon validation of the purchase request if the signature management is not active (see parameter APPPSH - Manage signatures - PRs, chapter ACH - group APP).
• Upon the first of the expected signatures if the purchase request is subject to signature management.

At the end of the processing, a number is assigned to the purchase request and is displayed. Depending on the chosen transaction, the printing of a Purchase request document can be automatically launched after the entry has been completed.

• Line amount - tax (field LINAMT)

• Curr. (field CUR)

This currency corresponds to:

• to the site currency if no supplier is entered,
• to the supplier currency.

The amounts of the purchase request line are expressed in this currency.

 It is recommended to use the ISO coding during the creation of a new currency.

• field LINACC1

This field indicates the purchase accounting account. The charts of accounts that can be accessed depend on the account core model associated to the company of the movement. If this field is not entered, the account will be automatically determined by the accounting code of the product (according to the setup of the automatic journal PQUIS).
 The presence of this field depends on the entry transaction used.

• Purchase type (field LINPURTYP)

It is the purchase type (purchase of goods or purchase of fixed assets) used to determine, when it is modified, the account and the tax account to use. The purchase type is initialized by default according to the tax associated to the product account.

• field CCE1

Depending on the setups the dimensions can be modified as they are initialized according to the default dimensions setups.

• Tax 1 (field VAT1)

This field is used to enter a first tax code to be applied.
Only one tax code consistent with the legislation and the group of the site company can be entered.
The general principles linked to the multi-legislation setup are detailed here.

• Tax 2 (field VAT2)

• Tax 3 (field VAT3)

• Receipt tax (field TAXRCP)

• Issue tax (field TAXISS)

• Other tax 1 (field TAXOTH1)

• Other tax 2 (field TAXOTH2)

• Closed (field LINCLEFLG)

• Signed (field LINAPPFLG)

• Maintenance line id (field PSDNUMMMS)

This field is submitted to the MMS - MMS Interface - X3 activity code.
It is only loaded if the purchase request is coming from an import via the interface with the AXEL - MMS product.
In that case, it contains the identifier of the request line coming from the MMS.

• Signature (field XAPPFLG)

• Closed (field XCLEFLG)

• Ordered (field XORDFLG)

• Printed (field XPRNFLG)

• Maintenance identifier (field PSHNUMMMS)

This field is submitted to the MMS - MMS Interface - X3 activity code.
It is only loaded if the purchase request is coming from an import via the interface with the AXEL - MMS product.
In that case, it contains the number of the request line coming from the MMS.

• field BUTMMSURL

This button is submitted to the MMS - MMS Interface - X3 activity code.
It is used to open the URL that gives access to a web page containing the MMS documents linked with the purchase request.