Inventory Purchases Vendor Requisition
Vendor Requisition is the first drop-down in the Data Entry – Purchases Menu. This provides the SapphireOne user with access to Sapphire where you can make requisition for goods for internal purposes only. These are then processed by the authorised person.
A User can make a requisition for the products or services they require from a supplier. Each requisition can have entries for products that are supplied by different suppliers. Requisitions may then be processed through to Orders. These orders can be consolidated therefore minimising freight costs and double ups.
An employee with the appropriate authority (eg. Purchasing Officer), should be set up to be in charge of approving requisitions within the system. They should also ensure Inventory items are linked to their appropriate Vendor ID and have the correct cost prices within the SapphireOne application.
Vendor Requisition Overview
- For this function to operate efficiently your inventory items should all have a declared or preferred vendor entered into the More Details page of each Inventory Item. The system will then automatically enter the vendor ID on each line as they are added. If this is not done the user will have to manually enter in the vendor on a line by line basis.
- Vendor Requisitions do not have provision for the entry of a Vendor in the details area as requisition’s store the Vendor’s ID in the Transaction lines area. SapphireOne has provision for the creation of a single requisition for a number of different Vendors. The system when asked to process the requisition into Purchase Orders, will aggregate the requisitions into purchase orders for each vendor in the transaction list.
- Any data entry field that has a light blue background is a “user searchable” linked field. Use the Wildcard characters (@ or ?) and (command for Mac or control for Windows) keys to bring up a list of Inventory i.e. available to that user.
- Any field name that is underlined denotes a pop-up selection box. Eg. Vendor, Project etc.
There are five main areas of the Vendor Requisition screen
1. Details Area
- Note – These may be entered here as a reference for the requisition. Any information entered in this field will be displayed in the More Details page once the requisition has been converted into a Vendor Purchase Order.
- Document Paperclip – Scan and attach any documents relating to this Vendor Requisition.
Click here to see how to attach documents to the transaction using the paper clip:
- Click on the red paper clip in the top right side of the Transactions area to attach the first document. A pop up document List will be displayed.
- From the pop up Document List select the green (+) button to add a document. Navigate to the documents location on your computer and select it by clicking on the Open button down the bottom of the screen.
- Then click on the green tick on the main toolbar to attach the document. The paperclip will turn green indicating that there is now a document attached.
- If the paper clip is green document/s have already been attached to the transaction. To add more documents click on the green paperclip and follow the exact same procedure as above to attach additional document/s. Remember to save the document list each time by selecting the green tick on the main toolbar.
- To delete a record or document, click on the Green paperclip, then select/highlight the document to be removed and select the Minus (-) button. A pop up will ask for confirmation of the deletion. Green tick on the main toolbar out when you are done.
2. Information Tab Area
This area is used to display extra information about the current entry. It should be pointed out that you may only view information here and not alter it.
Vendor – Displays Vendor details including ABN, Total Owing, Credit Remaining, Owing + Unposted, Warning Message, Turnover, Credit terms, Product, last transaction date etc.
Invoices – Displays a list of recent purchase invoices. A purchase invoice can be copied by using right click and select Copy Transaction.
By selecting a historical transaction and then right mouse click you can: Copy Transaction, Copy Lines – Copy the relevant lines and by selecting Open In Inquiry this will open the selected transaction in the new inquiry screen.
Lines – When a transaction line is selected, this tab displays history of the Inventory item. Included in each transaction is the Qty ordered and Amount, Sequence N°, any Discount Code and percentage allocated, Date and Type.
Right Click Lines Tab – Is for creating a New line and Coping Pricing.
Inventory – When a transaction line is selected, this tab displays inventory details such as ID, Name, Available Stock, Allocated Stock, Stock on Order, Stock on Back Order and Standard Price.
Pricing – When a transaction line is selected, this tab displays pricebook which applies to the item for this inventory.
Items – When a transaction line is selected, this tab displays additional inventory details.
Controls – This tab displays information about the transaction such as the date it was created and who created it.
Add/Deduct – This tab displays additions and deductions details.
Error Code – Displays any error code such as negative stock, batch error and period error.
3. Tracking Details Area
Entering Tracking Info
- Date In – Is the date that this requisition has been assigned to within SapphireOne (usually the system date).
- Arrival – Is the expected arrival date.
- External Ref – Is the external reference number.
- Internal Ref – Is the internal reference number.
- Rep ID – Sales representative ID.
- Period – Period matching the date, set in company controls.
4. Transaction Lines Area
This area is where the lines that go to make up this requisition are entered or stored. Each line has 2 rows for data entry and 7 data entry fields where the headings are user customisable. In addition at the bottom of the line area a number of the columns for the lines are totaled for the user.
Data entry lines consist of:
- 1st line is for the Inventory details including the ID, quantities, tax and pricing.
- 2nd line has provision for the entry Vendor and Project details if required.
Transaction Summary Area:
When you enter a line into the Requisition transaction lines area, a summary of the transaction appears in a single line. You can view or modify a line by selecting it, then proceed to view or modify in the data entry area immediately above the line listing area.
Entering the Requisition lines:
Inventory: Is a linked field and the user can use the Wildcard [( @ or ? ) and TAB ] option, or simply type part or all of the product name to search for the Inventory code.
Quantity: Enter the quantity requested.
Rate: Enter the rate price of the item.
Discount %: Once the inventory code is selected, the discount percentage will calculate automatically.
Tax Code: The User can select a Tax Code from the drop-down menu or enter in manually.
Tax %: The system will automatically populate this field once the code is selected. To overwrite, simply type in.
Tax Amount: The system will calculate the amount.
Total: This displays the line total for the item – Order quantity x Rate + Tax = Total.
Project: Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. The system will display the Project Name.
Project Retention: If a Project Retention Rate is set up in Master Defaults/Projects, a box will automatically pop up after entering in Project ID.
Inventory Details: Once the Code is entered the system will display the Inventory name.
Vendor: Is a data entry field to the Inventory items More details page so the system will enter the Vendors ID automatically. If the Vendor is not entered in the More Details page of an Inventory Inquiry the user can use the Wildcard [( @ or ? ) and TAB ] option, or simply type part or all of the name to search for the Vendor ID and Vendor name manually.
Note: IVBAlpha 1-5 , IVBReal1 and IVBDate1 are customised heading data entry fields.
5. Transaction Footer Area
The information bar along the bottom provides for easy checking of the critical details of a transaction.
Options for the saving of this transaction
SapphireOne checks that each transaction entry has the required level of data entered correctly, and balanced before allowing any saving operation. When the Out of Balance is 0.00, the Save button, the will activate in the main tool bar allowing the user to save the transaction. When more than a single transaction is selected arrows will also be displayed on the main toolbar. See below for additional details.
You can save your Transaction in one of three methods:
- Select the when it is activated on the main toolbar. This will save the current transaction and return the user to the main tool bar or the list.
- When multiple transactions have been selected the user may click on the on the tool bar with the results as seen as above.
- Click on either of the the , . This will tell the system to save the current transaction and open the next transaction in the list ready for data entry or modification.
- Also note that for what ever page is open in the transaction, the system will move to the next transaction displaying the exact same page. I.e. Terms page to Terms page. Very handy when checking the same data in multiple items.
- Selecting the Enter Key on the keypad. The system will then save the current transaction and opens another transaction of the same type ready for data entry. Very handy when entering multiple transactions of the same type. I.e. Client Receipt, Client Receipt, Client Receipt.
Creating Requisitions from Sales
To create a requisition from sales go to : Inventory \ Sales \ Transaction Inquiry.
- You can select transactions in the list one at a time or as a group as seen on the right.
- If you select a single transaction, the Inventory line in the RVI will only contain the line or lines in the single transaction.
- If you select multiple transactions, the system will create a single RVI with the sum of all of the Inventory items in all of the transactions.
To generate a requisition, go to the tools menu and select Generate Requisition.
NOTE: The system will create the requisition which the user can find in Inventory \ Purchases \ Transaction Inquiry. It will be created with the current date so it is at the top of the list.
Requisitions RVI’s for Built Items in Inventory
A requisition can be created for parts needed to build an item. The system recognises a built item and creates an RVI for all of the inventory items within it.
You can allocate which vendors you would like to purchase the relevant items from before converting into a Purchase Order.
More Details Page
More details screen is accessed from the Pages drop-down or using the F2 function.
This page displays more text details, due date, delivery instructions and PAYG details.
- Date Due is for payment and a combination of the actual delivery date and terms of credit.
- PAYG (Pay as you go) is withholding tax, percentage is automatically applied if applicable.
- Discount % field can’t be modified.