Requisition Worksheets
In TRASER DMS 365, you have the option to create purchase orders either manually or automate the process through the requisition worksheet. The requisition worksheet plays a central role in the automation of routine activities when determining and covering demands. Based on these determined demands, the requisition worksheet automatically generates purchase order lines that can be transferred to a purchase order or request after checking. All relevant information on working with requisition worksheets can be found on this page. For details on the manual creation of purchase orders, please click here. For details on the creation of purchase orders as drop shipment, please click here. This chapter is divided into the following sections:
Tip
You have the option to modify the vendor for any purchase order, even after the items have been posted to inventory and potentially resold. To change the vendor, navigate to the Pay-to field in the Shipping and Payment FastTab and choose the option Another Vendor. Then, input the details of the new vendor into the Name field. This adjustment will also automatically update the vendor details on the posted purchase receipt to reflect the new vendor information.
Creating Purchase Order via Requisition Worksheet
To create purchase order via the requisition worksheet, please proceed as follows:
- Use the quick search (ALT+Q) to find the page Requisition Worksheets.
- Select the right requisition worksheet from the Name field.
- Click Start > Calculate Plan in the menu bar.
- In the dialog window, fill in the Starting Date as well as the Ending Date in the Options FastTab. If needed, you can also enter more information.
- If needed, fill in the No. field in the Items FastTab If needed, you can also enter more information.
- Check all information and click OK to calculate the demands.
- The items that need to be ordered will be written as different lines into the requisition worksheet.
Tip
If there is already an open purchase order for the same vendor and location, you can select it in the Open Purchase Order No. column here. This helps you avoid having to create and post two purchase orders. Once you enter a purchase order, the Action Message field will change to Add, and the open purchase order will be added to the newly created order when the action message is executed.
- To create purchase orders for these lines, click on Start > Carry Out Action Message.
- Activate the Print Orders toggle switch if new purchase orders should be printed after creation.
- Activate the Show Open Orders Req. Worksheet toggle switch if the requisition worksheet for open documents should be opened after the report has been executed.
- If needed, enter a responsibility center in the Resp. Center for New Purchase Orders field. The responsibility center will then be transferred to newly created purchase orders.
- Confirm the dialog with OK.
- If you have activated the Show Open Orders Req. Worksheet toggle switch, the page Open Req. Worksheet Orders will be displayed. If you haven't activated this toggle switch, the purchase orders will be created in the background.
- To open a purchase order, click on Open Order in the menu bar.
- You can now further process the purchase order.
Tip
You can set a fixed minimum order amount for vendors, which must be met for every order. This value will be displayed in the requisition worksheet in the Vendor Details - Replenishment FastTab. To establish a minimum order amount for a vendor, enter the desired amount in the Parts Minimum Order Amount field on the vendor card.
Setting up Automatic Requisition Worksheets
In TRASER DMS 365, you have the option of automating the execution of the Calculate Plan function in requisition worksheets so that the process is carried out automatically in the background in form of a job queue. This process automatically generates purchase order lines for purchase orders based on a set schedule, sparing users from the need to manually execute the function or await the completion of the report - a process that can take some time depending on the size of the business. To set up automatic requisition worksheets, please proceed as follows:
- Use the quick search (ALT+Q) to find the page Calc. Plan Background Setup.
- In the menu bar, click on New to define a new process for the automatic generation of purchase order lines.
- Complete the columns according to the table below.
| Column | Description |
|---|---|
| Manufacturer Code | Specify a manufacturer if the execution of the function should be limited to a specific manufacturer. If the job queue should take into account all items, please leave this field as well as the Vendor No. field empty. |
| Vendor No. | Specify a vendor if the execution of the function should be limited to a specific vendor. |
| Starting Time | Specify a starting time for the execution of the function. |
| Req. Worksheet Template | Specify a requisition worksheet template for the execution of the function. |
| Req. Worksheet Name | Specify a requisition worksheet for the execution of the function. |
| Ending Date | Specify a formula for the ending date. |
| Use Forecast | If needed, enter a forecast that should be included as demand when running the planning batch job. |
| Excude Forecast Before | If needed, specify a cut-off date before which forecast demand should not be considered. |
| Respect Planning Parameters for Supply Triggered by Safety Stock | If you activate this checkbox, the planning lines triggered by the safety stock will take into account the following planning parameters: Reorder point, reorder quantity, maximum inventory as well as all order modifiers. |
| Price Calculation Method | If needed, enter a price calculation method. |
| Filter Totals By Location | Specify a location if the execution of the function should be limited to a specific location. |
| Duration Last Run | This field will be filled out by the system and shows the duration of the last job queue run. |
- In the menu bar, click on Actions > Create Job Queue Entry for the newly created line.
You have successfully set up the automatic creation of purchase order lines via a job queue.
Tip
If required, you can view a log that shows more information regarding the job queue runs. To open the log, select a line on the Calc. Plan Background Setup page and click on Actions > Log in the menu bar.