Purchase Requisitions

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Purchase Requisitions are used by Inventory Recipients to request Equipment Items. Purchase Requisitions can then be converted into Purchase Orders.

Terms

View the complete list of terms used in inventory management.

Default Vendor

On an Inventory Template, the Equipment Vendor that should be used to order the equipment item from.
On an Equipment Item, the Equipment Vendor that should be used.
On a Purchase Requisition the Equipment Vendor that will be used for the Equipment Item when generating Purchase Orders.

Default Vendor Priority

The priority by which a Default Vendor is determined. The following order of priority is used:

An overridden Inventory Template value set specifically on an Inventory Recipient on the Equipment Details Page.
The value set on the Inventory Template applied to the Inventory Recipient.
The value set on the Equipment Item.

Inventory Recipient

An entity that participates in your inventory system that can be assigned inventory items. In SecurityTrax, users and office locations can be designated as inventory recipients.

Inventory Recipient Office Location

An Inventory Recipient that is an office location.

Inventory Recipient User

An Inventory Recipient that is a user.

My Inventory

The section of SecurityTrax that Inventory Recipient Users view and manage their own personal inventory-related information.

Pending Purchase Order

A PO that has not been finalized. Pending purchase orders are shown for immediate action only, either saving (and therefore becoming a Purchase Order) or ignoring. They are not saved by the system for later use.

Purchase Order (PO)

An order for one or more Equipment Items or Equipment Kits with a specific Equipment Vendor. Includes an Inventory Recipient and other related details that determine shipping location and method.

Purchase Requisition Status

The overall status of the Purchase Requisition that indicates its progression. Possible values are:

Open - the Purchase Requisition can still have additional Equipment Items added to it.
Submitted - the Inventory Recipient has finished adding Equipment Items and has submitted it for review and ordering.
Closed - the Purchase Requisition has been reviewed and has either been Declined or used to generate one or more Purchase Orders.

Usage

Creating a new purchase requisition

All Purchase Requisitions are created by Inventory Recipient Users directly in their My Inventory section. There is no administrative interface to create them.

Viewing created purchase requisitions

Be default you will see a list of Submitted Purchase Requisitions. Optionally you can filter the list to see only specific Purchase Requisitions you want to review.

While in Company Inventory, click on Purchase Requisitions in the left menu.

Click on the Purchase Requisition you want to view.
You will see the Purchase Requisition Status across the top of the page. Additionally, you can review the date and time and user that placed the Purchase Requisition in the respective status.
The top of the page shows details about the Purchase Requisition including who submitted it and any comments they have included.
In the Items section are the Equipment Items that are being requested and the desired quantities, along with an optional note from Inventory Recipient. The Cost and Total Cost are showed for reference purposes only and are based on the Cost set for the Equipment Item.

Declining a purchase requisition

If you do not want to create any Purchase Orders from the Purchase Requisition you should Decline it. This will close the Purchase Requisition and no further action will be possible.

While in Company Inventory, click on Purchase Requisitions in the left menu.

Click on the Purchase Requisition you want to decline.
Press Decline.

Generating pending purchase orders

If you want to order some or all of the Equipment Items on a Purchase Requisition you should convert it to one or more Pending Purchase Orders. The Pending Purchase Orders can then be updated and saved as Purchase Orders.

Note: In order for an Equipment Item to be moved onto a Pending Purchase Order it must have a Default Vendor specified.

While in Company Inventory, click on Purchase Requisitions in the left menu.

Click on the Purchase Requisition you want to convert.
Review the list of Equipment Items and confirm there is Vendor specified. Any Equipment Items without a Vendor will be ignored in the conversion process. If there is no Vendor shown or available in the dropdown you will need to confirm, by reviewing that:
1. That the Equipment Item has a Default Vendor specified.
2. The applicable Vendors are set to "Vend" the equipment item. This is set on the Equipment Vendors Equipment Details Page.
3. That the Inventory Recipient has an enabled association with to the desired Equipment Vendors. This is set on the Inventory Recipients Vendor Details Page.
Click Convert & Close.
You will be brought back to the list of Purchase Requisitions.
The Equipment Items on the Purchase Requisition that have a Default Vendor specified will be used to generate one or more Pending Purchase Orders; one for each Default Vendor depending on Default Vendor Priority.
The Pending Purchase Orders that were generating form the Purchase Requisition will be shown below the list of Pending Requisitions.
Update and save the Pending Purchase Orders.

Learn more about working with Pending Purchase Orders.