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Requesting Items from Suppliers
One of the ways you can replenish your inventory is by requesting specific items or supplies from a supplier/vendor. (The other method is requesting items from your other warehouses using your restock list. See "Requesting Items from Warehouses")
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From the Main Menu screen, click REQUEST. The Browse Requests screen appears with all new purchase requests displayed in a table. |
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Click  on the toolbar. The Add Purchase Request Wizard is initiated. |
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Select the item for which you are creating the purchase request, either "Consumable Inventory Item" or “Non-Stock Product.” |
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Enter the requested date (date item is requested) and due date (defaults to one week from today’s date). |
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Select the requestor and ship to warehouse (where item(s) will be sent). |
- This field offers your agency-defined list of shipping addresses. This includes the warehouses that you maintain in the Setup area of the program. See "Setting Up Warehouses" It can also include additional shipping addresses, which you maintain in the Purchase Order program.
Hint: If you have multiple purchase requests to add, check the repeat wizard checkbox. This will start the Add Purchase Request Wizard again immediately after finishing a purchase request.
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Click START to continue. |
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Click  next to the Description field. The Select Item screen appears with all active items displayed in a table. |
Note: To ensure against adding duplicate item records, it is best to first search for the item you want to request to purchase.
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Select how you would like to order the item table from the ordered by drop-down list. |
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Type your search criteria into the search for field and click GO. The item will be highlighted in the table. |
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After highlighting the item in the table, click  . The first step of the wizard appears again with the selected item's stock number and additional information displayed. |
Hint: If the item does not exist in the system, just enter the description for the item, and then enter as many details about the item as possible in the available fields.
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If necessary, select the appropriate Charge To account User-friendly name/description that purchase requestors will use as their expenditure account., allocation codeDistributes the expenditure, by pre-defined percentages, across multiple accounts, funds, projects, or cost centers. Agencies usually use allocation codes to distribute administrative and payroll expenditures., and GL account to which the purchase request should be associated. |
- Depending on your agency’s policy and your personal familiarity with general ledger accounts, you may choose to select an allocation code and/or a GL account. These fields are available only if you do not choose a Charge To account.
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If necessary, click to search for and select a different vendor for this item from the Select Vendor screen. |
- This is your agency-defined list of suppliers/vendors, which you maintain in the Accounts Payable or Purchase Orders programs.
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Verify or enter the catalog numberThe manufacturer’s part number for an item., if any, that the vendor uses to identify this item. |
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Enter any other remarks or comments that might be helpful for the purchasing agent and/or approvers about the purchase request. |
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Click NEXT. Verify and confirm that the information you entered is correct and click FINISH to create the purchase request. The purchase request now appears on the Browse Requests screen with a status of "Request" or "New," and it is now available to work with in the Purchase Orders program. |
Copyright © Tenmast Software 2011
on the toolbar of the Browse Requests screen, you can now either mark the request for a quote, requisition, rejection, purchase order, or pick list. You can also create a quote, requisition, purchase order, or pick list from the request. See "Creating Quotes"; See "Creating Requisitions"; See "Creating Purchase Orders"; See "Creating Pick Lists from Requests"