Quick guide

1. Set a Number of series in the setup
2. Create a Purchase Request
3. Create an order/quote directly from the PRQ
4. Choose whether to duplicate / archive the PRQ

 

Workflow PRQ template

Template.zip

 

 

 

Purchase Request App (PRQ)

The Purchase Request App allows you to manage the business process related to requests for the purchase of goods / services. It allows to:

• Generate orders and quotes directly from the PRQ (Purchase Requests)

• Archive closed PRQs

• Group several requests into one

• Differentiate the PRQs by category

 It is possible to associate the Purchase Requests with an approval workflow in three ways:

BASE

allows you to change the purchase request's status manually

ADVANCED

allows the user to use the standard Business Central approval feature

ADDITIONAL

installs the DataSecurity App of Eos Solutions

 

Subscription

Some features of the Purchase Request App require a subscription. The subscription can be activated from Subscription control panel or directly from the notification messages that the system proposes, by clicking on the link that allows you to start the subscription wizard. In particular: FREE version : the user can create, modify, archive and delete an unlimited number of purchase requests. PRO version : the user is allowed to create orders and quotes. See Eos Solutions website for more information.

 

Role Center

Create a Purchase Request

Press Alt + Q and search for Purchase Requests. Press New and fill in the requested fields (Number, Description, Vendor):

Main fields:

Field	Description
No.	assign a number of series to the requests
Description	write a description
Vendor No.	indicate the vendor number for which is performed the RDA. The field is optional. If completed it will be reported on the lines
Location Code	it is possible to indicate a location for goods
Job No.	it is possible to indicate a Job reference
Category Code	you can classify the requests by category
Requester No.	resources can be selected by whether the person making the RDA is different from the user who is logged in
User ID	fields automatically filled in by the system
Creation Date	fields automatically filled in by the system
Status	status of the request. The options are:: NB It is possible to manage the status, indirectly, by installing the Data Security app of Eos Solutions. Below is an example workflow: -Open: the PRQ has been entered by the generic user and is still editable. -Waiting for approval: the generic user is waiting for a specific administrative user (who has DataSecurity permissions) to fill in any missing data and approve the PRQ. -Approved: the request has been approved by the administrative user. -Closed: a purchase document was created bfrom the PRQ.

 

The goods / services for which the Purchase Request is made must be specified in the lines. You can, if necessary, specify dimensions such as Project Code, Department Code, Location Code.

 

NB
It is also possible to enter purely descriptive purchase requests if you do not know the Item code and / or Vendor name. Tou can change Type and Nr. without being changed other information already in the line: From Functions->Change Type / No.

 

Create a Purchase Request from Requisition Worksheets

On page Requisition worksheet add an item and set the Vendor No.

Press Process->Create Purch. Request:

By pressing OK the system will create the Purchase Request:

On the Purchase Requests List:

Create a purchase document

From the PRQ it is possible to create a purchase document by Process-> Create Purch. Document. Choose the Document Type in the next window:

 

You can duplicate or archive the purchase requests.

Once archived the requests will be moved to the list of Archived Purchase Requests.

 

Preview item vendors: purch. req. multi vendor list

By enabling this option you can view the vendors who have the item in their price list (regular vendors or vendors showed in the PRQ lines). 

 

Field	Description
Create document	Selezionare la voce se si desidera creare il documento acquisto
Include Items	Specifies which items to consider when creating the purchase document: With vendor on PRQ: in purchase documents are included only items with the Vendor specified on the PRQ lines In Vendor's Catalog: in purchase documents are included only items that are listed on the Vendor items table All Items: the system creates a Purchase Document that includes all lines in the requisition.
Document Lines Created	how many lines will be created by the system
Vendor No. / Name	Specifies the name of the Vendor who sells the item (can be shown as usual vendor or because on the lines of the Purchase Request).
Blocked	Specifies that the related record is blocked from being posted in transactions, for example a vendor that is declared insolvent or an item that is placed in quarantine.
No. Vendor Items	Specifies the number of items on the PRQ that are in this vendor's catalog.
No. Items with Vendor on PRQ	Specifies the number of items on the PRQ for this vendor.
Last Invoice Date	date of the last invoice issued for the vendor

 

Example:

 

 

In this case the system creates three purchase orders:

the first is for the regular Vendor (Custom Metals Incorporated) for item 1000

a second order is for all articles in the requisition request for NewCaSup Vendor, that was specified in the purch. req. multi vendor list

while a third order is created for American Wood Exports Vendor indicated on the PRQ for one of the items.

From "Card" you can view / edit orders. 

 

it is possible to add lines to an existing order by Functions->Get Purch. Request Lines. You can add lines from one ore more purchase requests.

 

Setup

We need to assign a Number of series to the Purchase Requests. You can choose whether to automatically close/archive requests after creating the purchase document:

Field	Description
Close / Arch. Purch. Request	You can choose whether to close / archive automatically requests after the creation of the purchase document.
Purch. Request Nos.	In this field enter a numerator for the purchase requests.
Delete Requisition Lines	You can choose to delete the requisition lines after the creation of the Purchase Request.
Edit PRQ Status	you can decide who can change the PRQ status: Always: used when neither WorkFlow approval nor EDS approval are activated PRQ Admin Only: typically activated when using the Workflow / MS standard approval Never: when using EDS or in any case when an advanced WorkFlow is provided that allows you to reopen the PRQ

Import and enable the workflow template 

It is possible to use the Business Central standard workflow or the Data Security app to manage the approvals of purchase requests. To import a template for the workflow, proceed as indicated below. To use the Data Security app you need to install Data security for Purchase Request.  

1. Download the Template here or from the top page and unzip the file.

2. Press ALT+Q and digit “Workflows”. Press Process-> Import from file and select the file downloaded:

3. Press ALT+Q and digit "Workflow - Table Relations". Add a record as indicated for the table 18123252:

PressALT+Q and digit “Workflows". From Manage->Edit open the workflow card and enable it:

It is recommended, but not necessary hide or set as NO EDIT the field “Status” on PRQ card by Design functionality or custom extension:

Then press Approval Request.