1. Home
  2. /
  3. User Guides
  4. /
  5. Distribution
  6. /
  7. Stock Replenishment
  8. /
  9. Pre-purchase handling
  10. /
  11. Purchase requisitions
  12. /
  13. Change supplier and attest...

Change supplier and attest a purchase requisition

Related topics

The following describes how to change the supplier of a requisition and how to have it attested.

The following scenario applies for the purpose of this example:

You are a buyer in your company’s purchasing department. One of the company’s warehouse managers has registered a purchase requisition that contains two items (that were entered in Register a purchase requisition). One of the items exists in the Item file, and is regularly purchased from suppliers. The other item does not exist in the Item file since it is rarely purchased. The warehouse manager was not able to define a supplier on the requisition, since he did not know which supplier to buy from.

You will:

  • remove the item that does not exist in the Item file, since you do not approve the purchase of this item
  • change the supplier, since you have determined the supplier the remaining item should be purchased from.
  • attest the requisition, i.e. approve it.
  1. Select the Work with purchase requisitions menu item.
  2. You access Work with purchase requisitions, Requisition headers. Complete the following field:
    3. Handler
    Enter the signature of the warehouse manager in the selection field at the bottom of the panel. This is the person that entered the requisition you are going to work with.

    Click OK to list only the requisitions this person has entered.

    Removing an item

  3. Select the applicable requisition and click Lines.
  4. You access Requisition lines. If no information is displayed in the Item column, this means that an item code (from the Item file) was not defined on the requisition line. This, in turn, means that your company does not have an identification of the required item. Select the item that does not exist in the Item file and click Delete. Click OK twice to confirm the deletion.
  5. On the Requisition lines panel, click Back to return to the Requisition headers panel.

    6. Entering or changing supplier

  6. Select the same requisition and click Change.
  7. You access Requisition header.
    8. Supplier
    To add or change the supplier in a requisition, click the Change supplier function key. This field will become unprotected and the cursor will automatically position itself in it. Add the new supplier code.

    Caution: Do not click OK yet.

    Approving the requisition
    A requisition is approved once it is attested. This, in turn, will simplify the purchase order process: once the PO is generated from the requisition, it will not need to be attested again.

    Approved by
    This field retrieves the person defined as the Next level authority in Work with signatures for the handler. This is the person who should attest (approve) the purchase requisition. If no Next level authority is defined for the handler, this field is blank and the purchase requisition does not need to be attested.
    Security code
    If your signature is displayed in the Approved by field, then enter your security code to attest the requisition. The security code is defined in Work with signatures. Note: As a security measure, the text entered in this field will not be displayed.

    Click OK.

  8. The supplier information will be defaulted to the Requisition headers panel. The system has retrieved all the supplier information from the Business partner file. Once again click OK to confirm. You are now ready to either:
    • Copy the requisition to a Request for quote (RFQ). An RFQ can then be sent to one, or several suppliers, that you want to receive a quotation from. Supplier quotations are used to validate which supplier to buy from.
    • Create a purchase order from the requisition. Since you have attested the requisition, the purchase order which will be created from it does not need to be attested.

Related topics