Global Requisition System GRS

1
Global Requisition System (GRS)

• Dave Doyle, QAD

2
Overview

• Introduction
• Setting Up GRS
• Creating Requisitions
• The Approval Process
• Building POs from Approved Requisitions

3
Functions of GRS

• Enable Multi-Line Requisitions/Purchase Orders to
  be routed through an on-line user defined
  approval process
• The system determines (based on parameters set)
  who can authorize POs based on PO Type, Cost,
  and requestors dept.
• Optionally, generate e-mails throughout the cycle
  to advise PO status and required actions

4
Functions of GRS

• Authorized users can modify, approve, deny,
  cancel and re-route Reqns POs as appropriate.
• Approvers can be established
• vertically - entities, sub-accounts, or cost
  centers
• Horizontally based on categories of items
• Job for project approval
• Product Line for inventory replenishment

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GRS Set-up Tasks
Plan Approval Process
Set-up Categories
Set-up defaults for Requisitions
Set-up Jobs
Set-up e-mail definitions And e-mail users
Set-up Buyers
Set-up Approvers
Set-up review and approver levels
Optional
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Introduction to GRS
7
Requisition Process
Requirements forManual Requisitions
Requestor Complete Requisition and Route to
First Approver
Approvers Approve, Deny, Reroute, or Route to
Higher Approval Level
Buyer Auto-Generate Purchase Order
Yes
No
Approved MRPPlanned Orders
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The Requestor

• Builds requisition in Requisition Maintenance
• Modifies or issues requisition automatically
  created from approved MRP planned orders
• Routes completed requisition to first approver

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The Approver

• Set up as horizontal, vertical, job, product line
• Determined by GRS based on account data
• Informed by E-mail that requisition is waiting
  for approval
• Can be policy reviewer
• If final approver, routes requisition to
  Purchasing

10
The Buyer

• Receives approved requisitions
• Builds purchase orders from approved requisition
  lines
• Reroutes out-of-tolerance requisitions
• Issues purchase order to supplier

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Setup Considerations

• Approver types
• Related to structure of General Ledger
• Business model--how do you want the process to
  work?
• E-mail
• To use or not to use
• Default mode--Regular or Extended?

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Approver Types

• Horizontal Approvals based on category
• Vertical Approvals based on account/cost center
  combination
• Job Approvals based on limited set of tasks,
  such as a project
• Product Line Approvals based on direct material
  requisitions

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Horizontal vs Vertical
Vertical Approver 200 Department Head approves
all requisitions regardless of account for
sub-account/cost center combination
General Ledger Account Finance IT RD HR Material
s Sub Account or Cost Center
1000 Rent 2000 Utilities 3000 Telephone 4000
Hardware 5000 Software 6000 Insurance 7000
Indirect Matls 8000 Outside Serv. 9000 etc.
100 200 300 400 500
x x x x x x
x x x x x x x x
x x x
Horizontal Approver Computer category
reviewer/approver approves all requisitions
regardless of sub-account/cost center combination
for these account number ranges
CategoryComputers
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System-Generated E-Mail

• Control file setting to establish mode
• None
• I already get enough E-mail
• Regular
• Monitor because its important
• Extended
• Only the Lonely

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GRS Generates e-Mail Messages
To Originator Reqn Is complete
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GRS Generates e-Mail Messages
To Originator PO has Been placed for
Reqn. requirements
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GRS Menus
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GRS Menus
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Setting Up GRS
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Setup Overview
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Requisition Control File
5.2.1.24

• Using GRS flag activates system
• Some settings are defaults can be changed on
  reqs
• Others (tolerance, for instance) cant be changed

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Approval Level Maintenance
5.2.1.1

• Maximum amount when used with an approver
  minimum when used with a reviewer
• Currency set in Requisition Control File
• View current table with Approval Level Browse

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Category Maintenance
5.2.1.4

• Optional needed only if your company uses
  horizontal approvals
• Use to set up a policy reviewer or approver
• Get information with Category Report

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Job Maintenance
5.2.1.7

• Optional needed only if your company uses job
  approvals
• Useful for projects or other limited-duration
  sets of related tasks
• View current Jobs with Job Browse

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Approver Types

• Four setup programs--one for each approver type
• Similar data for all setup programs--only a few
  fields are different
• Built using approval level, category, job, and
  account data
• A single approver can have several approver
  records
• Use Approver Report to view approver profiles

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Horizontal Approver Maint.
5.2.1.13

• Approvals based mainly on category (accounts)

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Vertical Approver Maint.
5.2.1.14

• Approvals based on organization (sub-account)

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Job Approver Maint.
5.2.1.15

• Approvals based mainly on job

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Product Line Approver Maint.
5.2.1.16

• Approvals based on product line and site
• Approves requisitions for direct materials

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Approver Report
5.2.1.17
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Creating a Requisition
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Two Sources for Requisitions

• Manually created in Requisition Maintenance
• Automatically created by approving MRP planned
  orders modify as needed in Requisition
  Maintenance

33
Parts of the Requisition

• Defaults for line items
• Some can be modified on each line

• Single- or multiple-line entry mode
• Multi-line shows more items

• To review or change requisition data, exit to the
  line item screens

• Also used in Approval Maintenance

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Requisitions from Approved MRP Planned Orders
23.11

• Enter selection criteria
• Approve lines as needed
• System assigns new GRS requisition number and
  creates single requisition with all approved lines

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Requisition Inquiry

• Cycle through requisition in view-only mode
• Select line number to view details

5.2.4
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Requisition Report

• Enter selection criteria
• Set flags to customize report contents

5.2.6
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Requisition History Log

• Use selection criteria to establish range
• Display data on date, action, and user

5.2.8
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The Approval Process
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Requisition Approval

• Notified by E-mail (optional)
• Select a requisition from your queue
• View and modify as required changes may require
  re-approvals

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Requisition Approval

• Approve, deny, or reverse a previous approval
  action
• Add approval comments if desired
• Route the requisition to another approver or to
  Purchasing if approvals are complete

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Requisition Approval Maintenance
5.2.13
Read-only
Editable
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Approval Status Inquiry

• Shows previous approval actions, required
  approvals, and eligible approvers
• Includes approval comments, if any

5.2.15
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Building a PO from Requisitions
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PO Build Process
Set CriteriaFor Selection of Requisition Lines
Select Lines To Be Copied onto Purchase Order
Open PO Create New Purchase Order or Add to
Existing PO
Generate Report To Display Copied Lines and Show
Messages
Modify New PO Use PO Maintenance to Make Required
Changes
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Build PO from Requisitions
1. Set selection criteria
5.2.18
2. Select requisition lines
3. Create or append to PO
4. Generate report
46
Out-of-Tolerance Conditions

• Set with flags and percent or amount in
  Requisition Control File
• Created when buyer increases PO cost beyond req
  Maximum Unit Cost
• Buyer can mark line out of tolerance or adjust PO
  cost to bring back into tolerance
• Option to reroute to an approver or requestor to
  modify requisition line
• OOT line will be removed from PO

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PO and Req. Cross Reference
5.2.17

• Enter requisition number to find PO referencing
  it
• Enter PO number to find referenced requisitions

48
Functions of GRS

• Enable Multi-Line Requisitions/Purchase Orders to
  be routed through an on-line user defined
  approval process
• The system determines (based on parameters set)
  who can authorize POs based on PO Type, Cost,
  and requestors dept.
• Optionally, generate e-mails throughout the cycle
  to advise PO status and required actions

49
Functions of GRS

• Authorized users can modify, approve, deny,
  cancel and re-route Reqns POs as appropriate.
• Approvers can be established
• vertically - entities, sub-accounts, or cost
  centers
• Horizontally based on categories of items
• Job for project approval
• Product Line for inventory replenishment

50
Global Requisition System (GRS)

• Go Forth and Requisit