Purchase Requisition

Guide to creating internal purchase requests before they are processed into a Purchase Order.

Menu Route

Procurement Requests & Receiving

/form/purchaserequisition

Big Picture

The Purchase Requisition is the first stage. Its result flows into the Purchase Order, Goods Receipt, then Purchase.
1

Requisition

Records the goods needed, supplier, estimated price, and qty.

2

Purchase Order

Creates the order to the supplier from the selected details.

3

Goods Receipt

Records the goods actually received.

4

Purchase

Records the supplier's final invoice and payables/payment.

When to Use This Form

Use this form when a user or department needs goods and the process must be requested first before it becomes a purchase order.

  • Recording internal purchase needs.
  • Grouping requests by division, department, supplier, product, and qty.
  • Recording estimated prices to control the request value.
  • Preparing the details that will be selected to create a Purchase Order.

Prerequisites Before Entry

Division and department are available according to the user's access rights.
The supplier is active, especially if the details are directed to a specific supplier.
Products and units are active, including the purchase price on the unit master data.
If a PO will be created from this form, the feature pre_transactions must be active.

Quick Entry Flow

  1. Open the Purchase Requisition form, then click Add.
  2. Select the Division if more than one is available.
  3. Check the transaction number. If the system assigns numbers automatically, leave the number shown.
  4. Enter the requisition date and time.
  5. Select the initial status. It usually starts from Draft or Waiting for Approval according to company SOP.
  6. Fill in the Approval User if needed.
  7. Fill in the Purchase Requisition Details line by line.
  8. Check the Total Value.
  9. Fill in the Memo if needed.
  10. Click Save.
  11. When ready to create a PO, select the detail lines, then click Create Purchase Order.

Quick Add from the Search Field

On certain search fields, the system shows the icon + next to the field. Use this icon when the reference data is not available yet, so creating the Purchase Requisition can continue without closing the form.
Supplier
Available on the field Supplier in the requisition details. If the supplier to be proposed does not exist in the master data yet, click + to add the supplier, then select it again on the same requisition line.
Product
Available on the field Product in Purchase Requisition Details. If the item is not registered yet, click + on the detail line to add the product master record, then continue entering the qty and estimated price.

Purchase Requisition Details

Details must be filled in because the header total is calculated from the detail lines.

Field Explanation
Department Required. Determines the location of the need and is used to read available stock.
Supplier Required. Used to group items when a Purchase Order is created.
Product Required. Once selected, the system fills in the product name, default unit, conversion quantity, and estimated price from the unit cost price.
Available Stock Readonly. Calculated from the product's inventory balance in the division and department up to the transaction date.
Qty Quantity requested. Changing the qty recalculates the Remaining Qty and Estimated Value.
Processed Qty already turned into a PO. Readonly. Recalculated from the Purchase Order lines actually saved every time a PO is saved or deleted, not accumulated once when the PO is created.
Remaining Qty Qty not yet processed into a PO. The formula is Qty minus Processed.
Unit Required. Changing the unit takes the conversion quantity and purchase price from the unit master data.
Purchase Price Estimated price per unit. Can be changed to adjust the estimate.
Estimated Value Readonly. The formula is Qty times Purchase Price.
Memo Item detail note. 
Sisa Qty = Qty - Sudah diproses
Estimasi Nilai = Qty x Harga Beli
Total Nilai = total Estimasi Nilai seluruh detail

Create a Purchase Order from the Requisition

  1. Save the requisition first.
  2. Make sure the status follows the SOP. The button is available for Draft or Approved status.
  3. Select the detail lines to create a PO for.
  4. Click Create Purchase Order.
  5. Confirm the process.
  6. If successful, the system updates the requisition status and the processed details.
If no detail line is selected, the system refuses the process and asks the user to select details first.

Items Deleted from a PO Become Remaining Again

Processed and Remaining Qty are never locked. Both are always recalculated from the Purchase Order lines actually saved, so the requisition follows the contents of its PO.

  • One product deleted from the PO because it was not approved: its requisition line becomes remaining again and can have another PO created.
  • Qty in the PO reduced: the difference becomes Remaining Qty again.
  • Whole PO deleted: all requisition lines ordered by that PO become remaining again.
  • The requisition status also reverts from Processed to Approved as long as there is a remainder.
That change takes effect when the Purchase Order is saved, not when the line is deleted on screen. As long as the PO has not been saved, the figures on the requisition still show the previous state.

Validation and Save Effects

  • The transaction can only be saved if the Total Value is greater than 0.
  • If the Total Value is 0, the system shows the message Transaction cannot be empty.
  • When details are saved, the header Total Value is recalculated from the detail Estimated Value.
  • This form does not add stock yet, does not create payables yet, and does not create a purchase journal yet.
  • Its main effect is preparing the needs to be turned into a Purchase Order.

Checklist Before Saving

Common Problems

Make sure there is at least one detail with an Estimated Value greater than 0.

Check whether the data has been saved, the feature pre_transactions is active, and the status is still Draft or Approved.

Check the product, department, division, transaction date, and unit. Available Stock is calculated from inventory up to the transaction date.

Related Documents

Continue to Purchase Order Continue to Goods Receipt Continue to Purchase