Purchase requisitions (list page)

Article
03/25/2015

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

–or–

Click Project management and accounting > Common > Item tasks > Project purchase requisitions.

Note

To view a filtered list of purchase requisitions, select the appropriate page on the Purchase requisitions submenu on the Procurement and sourcing area page. To view all purchase requisitions that are currently in Microsoft Dynamics AX, select All purchase requisitions on the Purchase requisitions submenu. You must be assigned the role of purchasing manager or purchasing agent to access the All purchase requisitions form.

Use this list page to view existing purchase requisitions or project purchase requisitions, enter new purchase requisitions, and compare versions of a purchase requisition as it is processed. When the requisition purpose is consumption, you can also view the summary total amount for all lines and view and manage budget data. If you are a purchasing agent, you can also initiate a request for quotation (RFQ) when a requisition has a purpose of consumption and is assigned to you.

You can enter purchase requisitions on behalf of another user if you have been granted permissions to request products for another worker. For more information about how to set up permissions to enter a purchase requisition on behalf of another user, see Set up permissions for ordering products on behalf of someone else.

In Microsoft Dynamics AX 2012 R2, the concept of a requisition purpose has been introduced in order to allow for more flexibility in how requisition demand can be fulfilled. When you create a requisition, you can assign it one of two purposes: consumption or replenishment. Depending on the purpose, requisition demand can be fulfilled by a purchase order, transfer order, production order, or kanban. For more information about requisition purposes and how they affect the requisition process, see About purchase requisitions.

Note

A purchase requisition in Microsoft Dynamics AX 2012 is equivalent to a requisition with a purpose of consumption in Microsoft Dynamics AX 2012 R2.

Tasks that use this form

Key tasks: Create and submit a purchase requisition

Copy purchase requisitions

Navigating the form

The following tables provide descriptions for the controls in this form.

Tabs

Tab	Description
Purchase requisition	Create a new purchase requisition, or edit, cancel, or delete an existing purchase requisition. Create a request for quotation (RFQ) when the requisition purpose is consumption, copy a purchase requisition, or copy lines from an existing purchase requisition to a new purchase requisition. View a summary of the total amount for all lines when the requisition purpose is consumption, export the data for the purchase requisition and purchase requisition lines to Microsoft Excel, or attach supporting documents to the purchase requisition.
Financials	Reserve budget funds for a purchase requisition. View the status of the project budget for selected purchase requisitions that are associated with a project, or view the committed costs or accounting distributions for a selected purchase requisition. Note You can perform the actions available from the Financials tab only when the requisition purpose is consumption. When the requisition purpose is replenishment, demand is expressed in terms of quantity instead of a monetary amount.
Review	View and compare versions of a selected purchase requisition.

Buttons

Button	Description
Purchase requisition	Enter a new purchase requisition. Enter a name for the requisition, the requested date, and the accounting date (if applicable) for the items included in the purchase requisition. If the purchase requisition is being created for project expenditures, you can also select a project that displays by default on the purchase requisition lines. The requisition identification number is automatically generated. Note You can enter an accounting date and default project only when the requisition purpose is consumption.
Edit in grid	Open a new window in edit mode and edit any available fields directly in the list page grid.
Delete	Delete the whole purchase requisition. Only purchase requisitions that have a status of Draft can be deleted. Purchase requisitions that have been submitted for approval can only be recalled, and then deleted. Purchase requisitions that have been approved can only be canceled. Note When a requisition that has a purpose of consumption is deleted, any budgetary reservations are also deleted for that requisition.
Cancel	Cancel the selected purchase requisition. Only purchase requisitions that have a status of Approved can be canceled. If the purchase requisition has a status of Draft, you can delete the purchase requisition. If the purchase requisition has been submitted for review but has not yet completed the review process, you must recall the purchase requisition, and then delete the purchase requisition. Note If a purchase requisition is closed, it cannot be canceled because one or more fulfillment documents have already been generated for the request. Instead, you must cancel or delete the fulfillment documents if the products are no longer needed.
Create request for quotation	Open the Select the lines to copy to the request for quotation form, where you can allow the purchasing agent to add a request for quotation (RFQ) for the purchase requisition lines on a selected requisition that has a purpose of consumption. The Request for quotation button is only available during the review cycle for the requisition. Users must also have security permissions to create the RFQ. Note You can perform this action only when the requisition purpose is consumption.
Totals	Open the Totals form and view the total expenditures for the selected purchase requisition line. Note You can perform this action only when the requisition purpose is consumption.
Copy	Copy the current purchase requisition and purchase requisition lines to a new purchase requisition. For example, if you created a new employee kit for a requisition that you previously submitted, you may want to copy the purchase requisition to a new requisition. Note You can only copy purchase requisitions for which you are the preparer. In Microsoft Dynamics AX 2012 R2, the requisition that you copy to must have the same requisition purpose as the requisition that you copy from.
Copy lines	Open the Copy purchase form, where you can copy purchase requisition lines from purchase requisitions that you have previously created, and then add them to the current purchase requisition. Note You can only copy lines from purchase requisitions for which you are the preparer. In Microsoft Dynamics AX 2012 R2, the requisition that you copy to must have the same requisition purpose as the requisition that you copy from.
View distributions	Open the Accounting distributions form, where you can view the account and the financial dimensions to which the expenditures for the purchase requisition line are allocated. You can also allocate the expenditures for the purchase requisition line across multiple accounts and financial dimensions. Note You can perform this action only when the requisition purpose is consumption.
Reserve budget funds	Create a pre-encumbrance for the cost of the items on the purchase requisition. Note You can perform this action only when the requisition purpose is consumption.
Budget check errors or warnings	View the available budget for the selected purchase requisition lines. Note You can perform this action only when the requisition purpose is consumption.
Perform budget checking	Validate the selected purchase requisition line amounts against the budget that is defined for the financial accounts. Note You can perform this action only when the requisition purpose is consumption.
Project budget status	View the status of the budget for the project associated with the selected purchase requisition. Note You can perform this action only when the requisition purpose is consumption.
Committed cost	View the costs committed to the project for the selected purchase requisition. Note You can perform this action only when the requisition purpose is consumption.
Purchase requisition versions	View the versions that were created for a selected purchase requisition. An initial entry is created after the purchase requisition is submitted for review. A new version of the purchase requisition is generated every time that a change is made to the purchase requisition during the review process or when a purchase order is generated for the purchase requisition.
Compare purchase requisition versions	Compare the selected version of the purchase requisition with the most current version of the purchase requisition.

Fields

Field	Description
Requester	The name of the worker for whom the product is being requested. You can also use the requester value to filter the purchase requisitions that are displayed on the list page. All purchase requisitions that contain at least one item for the selected requester are displayed.
Name	The name of the purchase requisition.
Preparer	The name of the user who enters the purchase requisition.
Project ID	The project identifier for the default project that appears on the purchase requisition line when the requisition purpose is consumption. You can modify the project ID at the purchase requisition line level.
Status	The status of the purchase requisition. The status is automatically updated during the purchase requisition life cycle. The values include the following: Draft - The purchase requisition is editable and has not been submitted for review, or it has been recalled and has not been resubmitted for review. In review - The purchase requisition has been submitted for review, and all purchase requisition lines have not yet completed the review process. Approved - All purchase requisition lines have completed the review process. All purchase requisition lines that have not been canceled have been approved. Rejected - The purchase requisition has been rejected. All purchase requisition lines that have not been canceled have been rejected. Cancelled - The purchase requisition has been canceled. All purchase requisition lines have been canceled. Only purchase requisition lines that have been approved can be canceled. Closed - The purchase requisition is closed, and if the purpose is consumption, a purchase order has been generated for all purchase requisition lines that have not been canceled. If the requisition purpose is replenishment, one or more fulfillment documents have been generated. For more information about purchase requisition statuses, see About statuses for purchase requisitions.
Submitted date	The date that the purchase requisition was submitted for review.
Requisition purpose	The purpose of the requisition. The requisition purpose determines how requisition demand can be fulfilled, whether by purchase order, transfer order, production order, or kanban. For more information about requisition purposes, see About purchase requisitions. Note This field is available only if Microsoft Dynamics AX 2012 R2 is installed.
Buying legal entity	The name of the organization that enters into a contract with the vendor and incurs the cost of the product after it is purchased if the requisition purpose is consumption, or the organization that requested the product if the requisition purpose is replenishment. This is usually the legal entity in which the requester is employed. Requesters can also be granted permissions to request products for other legal entities.
Procurement category	The procurement category that the product is assigned to.
Currency	The currency for the requisition line item when the requisition purpose is consumption.
Line Status	The status of the individual purchase requisition line. Purchase requisition lines can be reviewed individually when the whole purchase requisition is submitted. The status is automatically updated during the purchase requisition life cycle. The values include the following: Draft – The purchase requisition line can be modified and has not been submitted for review, or it has been recalled and has not been resubmitted for review. In review – The purchase requisition line has been submitted for review, but it has not yet completed the review process. Approved – The purchase requisition line has completed the review process and has been approved. All purchase requisition lines that have not been canceled must be approved before the purchase requisition can be updated to an approved status. Rejected – The purchase requisition line has been rejected. Cancelled – The purchase requisition line has been canceled. Only purchase requisition lines that have been approved can be canceled. Closed – If the requisition purpose is consumption, a purchase order has been generated for the purchase requisition line. If the requisition purpose is replenishment, one or more fulfillment documents have been generated.