How to process a material requisition in Sage 100

Description

How to process a material requisition

Resolution

To enter material requisitions

Overview

The Purchase Order module is used to process internal requests for an item. Material requisition types of orders are entered in the Purchase Order Entry window and can be printed individually or with a group of purchase orders. Printed material requisitions provide an acknowledgment to the person making the request and reflect any changes made to the original requisition.

When the requested items are issued out of inventory, the information is entered in Material Requisition Issue Entry. A Material Requisition Register is printed and updated, and the inventory on-hand quantities are adjusted.

Only inventory items, miscellaneous charge items, and comments can be entered. Special items and miscellaneous charges cannot be entered.

When the Job Cost module is integrated with Purchase Order, cost codes with a cost type of subcontract cannot be entered for any item on a material requisition.

Note: The Requested, Issued, and Balance fields are displayed for material requisitions only. The Issued field automatically displays the quantity issued in Material Requisition Issue Entry. The Balance field amount is calculated by subtracting the Issued field quantity from the Requested field quantity. The default for the G/L Account field is the Material Requisition Expense account selected in Purchase Order Options.

1. Select Purchase Order, Main, Purchase Order Entry.
2. At the Order Number field, enter the order number.
3. At the Order Date field, enter the order date.
4. At the Order Type field, select Material Requisition.
5. At the Repeating PO field, enter the repeating purchase order for the material requisition, or press ENTER to skip this field.
6. At the Requested By field, enter the name of the person requesting the items.
7. At the Department field, enter the name of the department making the request.
8. Click the Lines tab, and in the Item Code field, enter the first inventory or miscellaneous item to order. To select an alias item code, click the Alias Item button.
9. Enter the quantity to order for the item. You can back order an item if the quantity ordered exceeds the quantity available, and the appropriate security is set up.
10. Enter text in the Comment field if you want a comment associated with this line item. To enter an extended description for an inventory item, click the Extended Description button.
    Note: Extended descriptions cannot be entered for miscellaneous and special items.
11. Enter the appropriate information in the secondary grid, and click Accept.
12. The material requisition is created

To issue material requisitions

Overview

Use Material Requisition Issue Entry to enter the quantity of goods issued for material requisition orders entered in the Purchase Order Entry window. As each issue is entered, information from the matching material requisition order is retrieved automatically to speed the data entry process. Each line item represents a product being issued or a comment to be printed on the material requisition. You can enter an unlimited number of line items.

You can also enter direct issues without a reference to a previously entered material requisition order. In such cases, all information, including the item code, quantity, and the general ledger expense account to be posted, must be entered manually for each item issued.

If the Job Cost module is integrated with Purchase Order, the Job Cost distribution information for line items entered for the original purchase order can be modified. You can also enter Job Cost distribution information for issues for which there is no corresponding purchase order.

Note: You cannot cost an item to a Subcontract cost type.

As each issue is entered, information from the matching purchase order is retrieved automatically to speed the data entry process. After the Material Requisition Register prints, the quantity issued is updated in the Open Purchase Order file. If the Inventory Management module is integrated with Purchase Order, the quantity on hand is updated in Item Maintenance.

Note: The Delete button applies only to the selected issue entry. Material requisition orders can be deleted in Purchase Order Entry only.

You can view the Material Requisition Issue Entry window in normal or expanded view. The expanded view allows you to view more entries on the Lines tab. The Change View button is available only if your screen resolution is set to 1024 x 768 or higher.

1. Select Purchase Order, Mat. Req/Return, Material Requisition Issue Entry.
2. Enter a purchase order number. Prior to line item entry, a message appears asking if you want to issue the complete material requisition.
   • Click Yes if all or most of the items on the order have been issued. The total quantity requested for each item is recorded automatically in the Issued field on the Material Requisition Issue Entry Lines tab, eliminating the need for manual entry of this information. Any exceptions (for example, items not issued or partial issues) can be changed manually.
     • Quantities issued for lot or serial number items are recorded automatically in the Issued field. Quantities issued for these items must be distributed manually.
   • Click No if most of the items on the order have not been issued. The total issued quantity for each item must be entered manually.
3. After you click Yes or No, proceed with the line item entry process.
4. Click Accept.
5. A Material Requisition Register is printed and updated, and the inventory on-hand quantities are adjusted.
6. Material requisitions are issued.