Purchase Requisition for Non-Stocked Item

Overview

In standard EAM, it's possible to enter and save a forecast item line in a work order for an item that is not stocked. An item that is not stocked has an assigned item model group in its setup, which does not have the 'Stocked product' checkbox checked as seen in screenshot 01 and 02 below.

01: Shows the Item model group 'EXP'.

02: Shows that the 'Stocked product' checkbox is not checked for the item model group 'EXP'.

Setup

To enable the functionality, a few things must be done beforehand:

1. License: Make sure that following license is imported to your environment (as this functionality is part of 'Advanced EAM' module):
   - MROAdv
2. Configuration key: Enable the following configuration key in the 'License configuration' form:
   - Dynaway Advanced EAM.
3. Feature: In the 'Feature management' workspace, enable the feature called Dynaway - Purchase requisition for non-stocked item on work order forecast.

Create a Purchase Requisition Automatically

Once you have completed the setup, you're ready to automatically create a purchase requisition for non-stocked items in a work order forecast.

Set a procurement category for an item

• To enable the creation of purchase requisitions, it's essential to specify a procurement category for the non-stocked item. Ensure that a procurement category has been designated for the item by navigating to Procurement and Sourcing > Procurement Categories. See screenshot 01 below.
• To set the procurement category for the item, access the form in Product information management > Products > Released products > (select the required item in the grid) > Product > Set up > Product categories. See screenshot 02 below.
• Note: If the procurement category is not configured for the non-stocked item (e.g., '5000'), an error will be triggered during the automatic creation of a purchase requisition.

Create a purchase requisition automatically

Once the procurement category is specified for the non-stocked item, proceed to the work order forecast and attempt to add an item line for that specific item in All Work Orders > (select the required work order) > Work Order > Project > Forecast > Items. See an example in screenshot 03 below.

When clicking the 'Save' button, a message will indicate that the item is not stocked and ask you if you want to create a purchase requisition (see screenshot 04 below). Clicking 'Yes' prompts a message notifying the successful creation of a new purchase requisition for the item (see example in screenshot 05).

Note: only one purchase requisition can be created for a specific item. If a purchase requisition already exists for the item in the system, whether created automatically or manually, an error will be generated.

View automatically created purchase requisitions

In the 'All purchase requisitions', you can check that a purchase requisition for a required item has been created automatically (see example in screenshot 06). You can view the form by going to Procurement and sourcing > Purchase requisitions > All purchase requisitions.

By default, the purchase requisition is named according to the pattern: 'Item: [ItemNumber] ([ItemName])' for easy identification. The requester in the purchase requisition line is automatically assigned to the person who initiated its creation, and the buying legal entity is set to the entity where the requisition was triggered.

Values in the fields in the purchase requisition line are copied from the work order forecast line, including:

• Item Number
• Quantity
• Unit
• Line Property
• Project
• Activity Number
• Inventory Dimensions (e.g., 'Site,' 'Warehouse')

Other fields are copied from the item setup:

• Procurement Category
• Currency
• Vendor

The created purchase requisition can be submitted for review and approval to purchase the required item.

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