Epicor ERP

Purchase Requisitions Course

10.1
Disclaimer
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Purchase Requisitions Course Contents

Contents
Purchase Requisitions Course................................................................................................4
Before You Begin....................................................................................................................5
Audience.........................................................................................................................................................5
Prerequisites....................................................................................................................................................5
Environment Setup..........................................................................................................................................6
Overview.................................................................................................................................8
Application Setup...................................................................................................................9
Workshop - Create and Assign Requisition Actions........................................................................................10
Create and Assign a Mandatory Action...................................................................................................10
Create a Non-Mandatory Action.............................................................................................................10
Remove Requisition Actions....................................................................................................................11
Daily Processing....................................................................................................................12
Requisition Entry and Approval......................................................................................................................12
Workshop - Enter a Requisition...............................................................................................................13
Create a Requisition........................................................................................................................13
Create a Line...................................................................................................................................13
Dispatch the Requisition..................................................................................................................14
Workshop - Approve a Requisition..........................................................................................................14
Approve the Requisition Specification..............................................................................................14
Approve the Requisition Price..........................................................................................................15
Workshop - Create a Purchase Order and Close the Requisition..............................................................16
Create a Purchase Order Suggestion................................................................................................16
Review the Purchase Order..............................................................................................................16
Review the Closed Requisition.........................................................................................................17
Requisition Tracker.................................................................................................................................18
Conclusion.............................................................................................................................19

Epicor ERP | 10.1 3

Purchase Requisitions Course Purchase Requisitions Course

Purchase Requisitions Course

This course describes how to use the purchase order requisition process to eliminate obsolete paper systems. A
requisition record includes actions necessary to approve a requisition. These actions can include price and
specification approval, as well as supervisor notification. Actions such as price and specification approval are
often mandatory, while supervisor notification can be for information purposes only.
Upon successful completion of this course, you will be able to:
• Describe requisition requirements.
• Enter a requisition.
• Approve a requisition.

4 Epicor ERP | 10.1

Purchase Requisitions Course Before You Begin

Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Audience

Specific audiences will benefit from this course.

• Shipping and Receiving
• QA Inspector
• Purchasing Staff/Buyer

Prerequisites

To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager.
It is also important you understand the prerequisite knowledge contained in other valuable courses.
• Navigation Course - This course introduces navigational aspects of the Epicor application's user interface.
Designed for a hands-on environment, general navigation principles and techniques available in two user
interface modes - Classic Menu and Modern Shell Menu. Workshops focus on each of these modes and
guide you through each navigational principle introduced.
• System Flow Course - This course introduces a basic quote to cash scenario that includes the process from
the initial customer quote to final cash receipts and payment of supplier invoices. This course emphasizes the
series of processes that make up the quote to cash process by using a simple scenario to highlight various
transactions. Your organization may have more complex processing routines than those described in this
course.
• Parts Course - This course introduces the building blocks that make up Part Maintenance. It focuses on the
importance of Part Maintenance, required maintenance program setup, key fields, manufactured and purchased
part setup, and commonly used reports and trackers.
• Suppliers Course - This course covers the supplier record and the information located within Supplier
Maintenance.

Epicor ERP | 10.1 5

Before You Begin Purchase Requisitions Course

Environment Setup

The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.

1. Verify the following or ask your system administrator to verify for you:
• Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.

• The Epicor demonstration database is at the same service pack and patch as the Epicor
application. Epicor's education team updates the Epicor demonstration database for each service pack
and patch. If your system administrator upgrades your Epicor application to a new service pack or patch,
he or she must also download the corresponding Epicor demonstration database from EPICweb > Support
> Epicor > Downloads and install it. If this is not performed, unexpected results can occur when completing
the course workshops.
• Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. Epicor's education team has written
the course workshops to minimize situations like this from occurring, but Epicor cannot prevent users
from manipulating the data in your installation of the Epicor demonstration database.

2. Log in to the training environment using the credentials manager/manager. If you are logged into your
training environment as a different user, from the Options menu, select Change User.

3. From the Main menu, select the company Epicor Education (EPIC06).

4. From the Main menu, select the Main Site.

Cloud Specific Information

Note If your Epicor installation is not an on-premise (hosted within your organization) installation, then
note the following about using the Epicor-hosted education database. All logins referenced in the course
(such as manager, or epicor) should be changed to be the <site ID>_<abbreviationOfCompanyID>-. For
example, if your site ID is 98315 and you are logging into the Education company EPIC06, then wherever
you are instructed to use the login manager, instead use 98315_E6-manager. The password is the same
as the login name.

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Purchase Requisitions Course Before You Begin

Note To refresh your Epicor training database, send a request that includes your site ID to
[email protected]. Refreshing your training database may take up to 72 hours after the
request is received.

Epicor ERP | 10.1 7

Overview Purchase Requisitions Course

Overview

You can issue requisitions for expense items or job materials, but you cannot use them to requisition inventory
materials. Purchasing suggestions, Material Requirements Planning (MRP) tools, and the Time Phased Material
Requirements Report handle this function.
Security settings define who can enter requisitions. Part Class Maintenance defines what parts you can requisition.
Requisition Actions Maintenance defines what actions you must complete and who can complete them.

8 Epicor ERP | 10.1

Purchase Requisitions Course Application Setup

Application Setup

This section reviews the most common maintenance programs applicable to purchase requisitions.

Part Class Maintenance

Use Part Class Maintenance to establish part classes for your inventory parts. A part class holds information
about a group of parts. Part classes are usually defined by a group of employees, which can include accounting,
purchasing, and manufacturing staff.
Menu Path: Material Management > Purchase Management > Setup > Part Class
Part classes are not required in the application, but they are useful if you must classify inventory materials for
reporting purposes and are required for requisitions.
General ledger account numbers are attached to each part class. For more information on how to assign general
ledger accounts to part classes, refer to the Purchase Management course.
Use Part Maintenance to assign part classes to parts.
Menu Path: Material Management > Purchase Management > Setup > Part

Requisition Action Maintenance

Use Requisition Actions Maintenance to assign actions to a requisition. Common actions include price approval,
specification approval, and others. Some actions are mandatory and you cannot skip them. Select the Mandatory
Action check box on the Detail sheet to define an action as mandatory.
Menu Path: Material Management > Purchase Management > Setup > Requisition Actions
Use the Authorized Users sheet to establish the users authorized to perform requisition actions.

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Application Setup Purchase Requisitions Course

Workshop - Create and Assign Requisition Actions

In this workshop, create and assign mandatory and non-mandatory requisition actions.
For the purpose of this course, the added requisition actions are removed later in this workshop. It is essential to
define the approval process for all requisitions and only enter the necessary actions. Each requisition is required
to be approved through all stages defined in the Epicor application.

Create and Assign a Mandatory Action

Navigate to Requisition Actions Maintenance.
Menu Path: Material Management > Purchase Management > Setup > Requisition Actions

1. Click New.

2. In the Action ID field, enter XXX-SpAp (where XXX are your initials).

3. In the Action Description field, enter XXX Approve Specification (where XXX are your initials).

4. Select the Mandatory Action check box.

5. Select the Notify Requestor check box.

A notification is sent to the person who requested the requisition when this action is complete.
Note This notification is only sent if global alerts are enabled in the application. For more information,
refer to the Application Help.

6. Navigate to the Authorized Users sheet.

7. In the Available Users list, select Brian Howard.

8. Click the right arrow button to add Brian Howard to the Selected Users list.
Brain Howard can now approve specifications for requisitions.

9. Click Save.

Create a Non-Mandatory Action

1. Click New.

2. In the Action ID field, enter XXXOrder (where XXX are your initials).

3. In the Action Description field, enter XXX Create PO (where XXX are your initials).

4. Select the Send To Purchasing check box.

5. Select the Notify Requestor check box.

6. In the Notification field, enter XXX Sent to Purchasing (where XXX are your initials).

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Purchase Requisitions Course Application Setup

7. Navigate to the Authorized Users sheet.

The Available Users field and the Selected Users field are inactive, which means you cannot select authorized
users for this action.

8. Click Save.

Remove Requisition Actions

For the purpose of this course, the added requisitions need to be removed. If the actions are not removed then
more steps are added and must go through the approval process for each requisition entered.
Note It is extremely important to define the approval process for requisitions and have only the number
of requisition actions required for that process.

1. From the tree view, select XXX Approve Specifications (where XXX are your initials).

2. From the Standard toolbar, click Delete.

3. To the Delete Confirmation message, click Yes.

The first requisition action entered now is removed from the tree.

4. From the tree view, select XXX Create PO (where XXX are your initials).

5. From the Standard toolbar, click Delete.

6. To the Delete Confirmation message, click Yes.

The second requisition action entered now is removed from the tree.

7. Exit Requisition Actions Maintenance.

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Daily Processing Purchase Requisitions Course

Daily Processing

This section of the course reviews Purchase Requisition processing that takes place during a typical work day.
These transactions include entering and approching a requisition, creating a purchase order and closing the
requisition. You can also review current information in the Requisition Tracker.

Requisition Entry and Approval

Use Requisition Entry to add, update, or delete requisitions. A requisition is a request for material from a
supplier, and you can use it to acquire parts for a job or miscellaneous items.
Menu Path: Material Management > Purchase Management > General Operations > Requisition Entry
For each requisition, specify the next action and the person to complete this action (the dispatcher). The dispatcher
can then determine the next step in the process, and so forth, until the requisition is sent to the Purchasing
Department.
If you have the Multi-Site Management license installed, you can create consolidated purchasing requisitions in
Requisition Entry. For more information, refer to the Consolidated Purchasing topic of the Application Help.
Note Parts you order for inventory do not go through Requisition Entry. Use the Material Requirements
Planning module and the Time Phased Material Requirements report to inform you when you must purchase
inventory parts.

Header Sheet
Use the Header sheet to enter requisition heading information when you create a new requisition or change
existing requisitions. The heading includes general information about the requisition, such as the requestor,
requisition date, and ship-to information.

Lines > Detail Sheet

Use the Lines > Detail sheet to enter line item information for the requisition.
Note Only the current dispatcher can modify a line. If you have dispatched the requisition, and are no
longer the current dispatcher, you cannot update line information for it.

Actions Menu
Requisition Entry's Actions menu includes a number of options. The most important options are described below.

To Do List
Select this option to display requisition notifications and actions that have been sent to you. From this window,
you can choose the action to take for the listed requisition or notification.
Note If this menu item is unavailable, you do not have any requisition notifications, and no requisitions
have been dispatched to you.

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Purchase Requisitions Course Daily Processing

Dispatch Requisition
Select this option to send a requisition to someone who must perform a particular action for that requisition.
You can dispatch either a requisition you created or a requisition you received from someone else.
Example A requisition specifies laser printer toner you must purchase. Before the requisition becomes a
purchase order, it must get a price approval from one person and a specification approval from another;
these actions are set up in Requisition Actions Maintenance. When all mandatory approvals have been
made, the dispatcher can assign another action to it or submit it to the Purchasing Department.

Close Requisition
Select this option to close the requisition you displayed in Requisition Entry.
You can close a requisition at the following times:
• At the time of creation
• While the requisition is pending approval
• When the requisition has been satisfied
Once a requisition is closed, you can view it through the Requisition Tracker, but you cannot change it. When
you close a requisition, you cannot re-open it.

Workshop - Enter a Requisition

In this workshop, enter a requisition for a new voltage meter, part number XXX-77XSL (where XXX are your
initials).

Create a Requisition
Navigate to Requisition Entry
Menu Path: Material Management > Purchase Management > General Operations > Requisition Entry

1. From the New menu, select New Requisition.

2. In the Request Date field, accept the default of today's date.

3. Navigate to the Header sheet.

4. In the Name field, select or verify System Manager.

Note This is your current login.

5. In the Ship To fields, accept the default information.

6. Click Save.

Create a Line

1. From the New menu, select New Line.

2. Navigate to the Lines > Detail sheet.

3. In the Requisition For section, verify the Other radio button is selected.

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Daily Processing Purchase Requisitions Course

4. Select the Insp Required check box.

5. In the Part/Rev field, enter XXX-77XLS (where XXX are your initials).

6. In the Description field, enter XXX Voltage Meter (where XXX are your initials).

7. In the Class field, select Shop Supplies.

8. In the Our Quantity field, enter 1.

9. In the Supplier ID field, search for and select Global Supply.

10. In the Unit Price field, enter 397.50.

11. Click Save.

Dispatch the Requisition

1. From the Actions menu, select Dispatch Requisition.

The Requisition Dispatching window displays.

2. In the Reply pane, in the Action field, select Specification Approval.

3. In the Dispatcher field, select Brian Howard.

This submits the requisition to Brian Howard for specification approval.

4. Click OK.

5. Record the requisition ID number ________.

6. Click Save.

Workshop - Approve a Requisition

In this workshop, approve a requisition. The approval process consists of two steps: specification approval and
price approval. Both processes are mandatory.

Approve the Requisition Specification

Menu Path: Material Management > Purchase Management > General Operations > Requisition Entry

1. From the Actions menu, select Set Requisition User.

The Set Requisition User window displays.

2. In the User ID and Password fields, enter bhoward and click OK.
Note Brian Howard normally logs into the application using his user ID and password. For this
workshop, set the requisition user so you can approve the requisition on behalf of Brian Howard.

3. In the Req ID field, verify or enter the number of the requisition created in the Workshop - Enter a
Requisition and press Tab.

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Purchase Requisitions Course Daily Processing

4. From the Actions menu, select Dispatch Requisition.

The Requisition Dispatching window displays.

5. Verify the Approve/Submit radio button is selected.

This indicates Brian Howard has approved the specification. The requisition process now requires Frank
Wright to approve the price.

6. In the Action field, select Approve Price.

7. In the Dispatcher field, select Frank Lloyd Wright.

8. Click OK.

9. Click Save.

Approve the Requisition Price

1. From the Actions menu, select Set Requisition User.

The Set Requisition User window displays.

2. In the User ID and Password fields, enter fwright and click OK.
Note Frank Wright normally logs into the application using his user ID and password. For this
workshop, set the requisition user so you can approve the requisition on behalf of Frank Wright.

3. From the Actions menu, select To Do List.

The To Do List window displays.
Note The To Do List is useful if you do not know the requisition numbers that require approval.

4. Select the requisition that requires approval and click Dispatch.

The Requisition Dispatching window displays.

5. Verify the Approve/Submit radio button is selected.

6. In the Reply pane, in the Action field, select Create Purchase Order.

7. Click OK.
This sends the requisition to the Purchasing Department, and the approved requisition no longer displays
in the To Do List.

8. In the To Do List window, click OK to close the window.

9. Navigate to the Summary sheet.

10. From the Standard toolbar, click Refresh.

11. In the Action field, verify Create Purchase Order displays.

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Daily Processing Purchase Requisitions Course

12. In the Status field, verify Pending displays.

The requisition is now in the purchasing department queue.

13. Click Save and exit Requisition Entry.

Workshop - Create a Purchase Order and Close the Requisition

In this workshop, create a purchase order (PO) to satisfy the requisition you sent to the Purchasing Department
in the previous workshop.

Create a Purchase Order Suggestion

Navigate to Purchase Order Suggestion Entry.
Menu Path: Material Management > Purchase Management > General Operations > New PO Suggestions

1. Click the Search icon (binoculars).

The New Purchase Order Suggestion Search window displays.

2. In the Cutoff field, select today's date and click Search.

The purchase requisition created earlier displays on top of the Search Results grid.

3. Select the requisition you created earlier and click OK.

The information fields in the Suggestion > Detail sheet populate automatically.

4. In the Buyer field, select Howard Low.

5. Select the Buy check box.

6. Click Save.

7. From the Actions menu, select Generate Purchase Orders.

The Purchase Order Suggestion window displays.

8. Click OK.
The Generate Purchase Orders window displays.

9. To the Continue with Generate message, click Yes.

10. Exit Purchase Order Suggestion Entry.

Review the Purchase Order

Navigate to Purchase Order Entry.
Menu Path: Material Management > Purchase Management > General Operations > Purchase Order Entry

1. Click the PO Number button.

The Purchase Order Search window displays.

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Purchase Requisitions Course Daily Processing

2. In the Buyer field, select Howard Low and click Search.

3. Select the purchase order you created and click OK.

4. Review the purchase order for accurate information.

Field Data
Supplier Global Supply
Charges 397.50
Order Total 397.50

5. Record the purchase order number ________.

6. Exit Purchase Order Entry.

Review the Closed Requisition

Navigate to Requisition Entry.
Menu Path: Material Management > Purchase Management > General Operations > Requisition Tracker

1. Click the Req ID button.

The Requisition Search window displays.

2. In the Req Status field, select Closed and click Search.

3. Select your requisition number created Workshop - Enter a Requisition and click OK.
The requisition information populates.

4. Navigate to the Summary sheet.

5. In the Current Action/Status/Dispatcher section, review the information.

The Action field displays Create Purchase Order, and the Status field displays Ordered. This means the
requisition has been satisfied and is now closed.

6. From the Actions menu, select View Actions Log.

The Action Log - Requisition Number: X (where X is your Req ID number) window displays. In this window,
review the actions taken on the requisition.
• Specification Approval
• Approve Price
• Create Purchase Order

7. Click OK to close the View Action Log window.

8. Exit Requisition Entry.

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Daily Processing Purchase Requisitions Course

Requisition Tracker

The Requisition Tracker is a display-only version of Requisition Entry. Use this tracker to review current information
about a selected record. You cannot add or edit records in this tracker. You can view both open and closed
requisitions in this tracker.
Menu Path: Material Management > Purchase Management > General Operations > Requisition Tracker

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Purchase Requisitions Course Conclusion

Conclusion

Congratulations! You have completed the Purchase Requisitions course.

Epicor ERP | 10.1 19

 Additional information is available at the Education and
Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.