Purchase Requisitions Preferences

Form ID: (RQ101000)

Note: This form is available only if the Purchase Requisitions feature is enabled on the Enable/Disable Features (CS100000) form.

You use this form to specify settings that determine how the purchase requisition functionality works. These settings include the numbering sequences assigned to requests and requisitions, the assignment maps to be used for assigning requests and requisitions for approval, the default types of created quotes and sales orders, and the budget configuration options. In addition, if you have configured a default request class and you specify it on this form, it will provide default settings for new requests, helping users to save time.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

General Tab

The General tab contains various configuration settings.

Table 1. Request Settings SectionIn the Request Settings section, you specify the configuration settings related to requests, which are created on the Requests (RQ301000) form.
Element	Description
Numbering Sequence	The sequence used for assigning reference numbers to requests.
Require Approval	A check box that indicates (if selected) that requests require approval. You can specify the map for assigning requests for approval on the Approval tab. This check box is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.
Assignment Map	The map that specifies the assignment rules for requests. Assignment rules define the owner of a request—that is, the employee responsible for the request. The owner performs the operations to create requisitions that are based on requests. To view and modify the assignment rules, use the Assignment and Approval Maps (EP205500) form.
Months Retained	The number of months that requests must be stored in the database.

Table 2. Requisition Settings SectionThe elements in the Requisition Settings section hold the configuration settings related to requisitions, which you create and modify by using the Requisitions (RQ302000) form.
Element	Description
Numbering Sequence	The sequence used for assigning reference numbers to requisitions.
Require Approval	A check box that indicates (if selected) that requisitions require approval. You can specify the map to be used for assigning requests for approval on the Approval tab. This check box is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form.
Assignment Map	The map that specifies the assignment rules for requisitions. Assignment rules define the owner (that is, the employee responsible for requisitions).
Months Retained	The number of months that requisitions must be stored in the database.
Merge Lines by Default	A check box that indicates (if selected) that when a user creates a requisition from a request, lines for the same items will be merged based on the inventory ID and description.

Table 3. Requisition Order Settings SectionThe elements in the Requisition Order Settings section contain the configuration settings related to quotes, sales orders, and purchase orders, which you can create by using the Requisitions form.
Element	Description
Default Type of Requisition Quote	The default type of quote that the system uses for the creation of a new quote when you click Create Quote on the More menu (under Processing) of the Requisitions form. You can select any sales order type with the Quote automation behavior specified on the Template tab of the Order Types (SO201000) form.
Default Type of Requisition Sales	The default type of sales order that the system uses for the creation of a new sales order when you click Create Orders on the More menu (under Processing) of the Requisitions from. If the Inventory feature is disabled on the Enable/Disable Features (CS100000) form, the list includes sales order types with the Invoice automation behavior specified on the Template tab of the Order Types form. If the Inventory feature is enabled on the Enable/Disable Features form, the list includes sales order types with the Invoice or Sales Order automation behavior specified on the Template tab of the Order Types form.
Create Purchase Order on Hold	A check box that indicates (if selected) that a purchase order created from a requisition has the On Hold status by default. The purchase order cannot be released and posted until the user clicks Remove Hold button on the Purchase Orders (PO301000) form.

Table 4. Other Settings SectionBy using these elements, you can specify budget settings and select the default request class. Budget settings help you stay within the approved budget. The system adds the costs of all requests created for the appropriate time interval and compares the amount received with the approved budget for the same interval. Depending on the settings of the default request class, if the request being created may result in a cost overrun, the system can warn the user or prevent the user from creating a new request. For more information, see Purchase Requisition Configuration: Setup of Budget Validation for Employee Requests.
Element	Description
Budget Ledger	The budget ledger to be used to control the costs incurred when a request is fulfilled. To create or update a budget ledger, use the Budgets (GL302010) form.
Budget Calculation	The time interval over which the request amount is calculated. The amount of all requests created for the selected time period is compared with the budget amount for the same period. Select one of the following options: YTD Values: To calculate the total cost of requests created from the beginning of the year to the end of the current financial period PTD Values: To calculate the total cost of requests created for the current financial period Annual: To calculate the total cost of requests created for the current year
Default Request Class	The request class to which newly created requests are assigned automatically. The class you specify here must first be defined on the Request Classes (RQ201000) form.

Approval Tab

On this tab, you can select the approval maps to be used for requests and for requisitions. If documents of a specific type require multiple approvals, you can assign more than one map to the document type. For more information, see Managing Assignment and Approval Maps.

This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.

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Column	Description
Type	The type of document for which the approval map is used: Requisition or Request.
Approval Map	The map, which defines how documents of the selected type are assigned to the employees responsible for their approval if the Require Approval check box is selected for documents of this type. To view and modify the assignment rules, use the Assignment and Approval Maps (EP205500) form. Note: For requests with budgets, to assign over-budget requests to the needed approvers, you can add a condition checking whether a request's extended cost exceeds the specified budget (by using the Is Over Budget property available for requests on the Assignment and Approval Maps form). For details, see Managing Assignment and Approval Maps.
Pending Approval Notification	The notification template that the system uses to generate notification emails for employees who approve requisitions or requisition requests. An employee receives a notification about pending approval when a document requires approval from this employee. For more information, see Approving Documents.

Mailing & Printing Tab

The Mailing & Printing tab contains the list of predefined mailings that can be used for sending proposal requests to vendors electronically (by email). Reporting settings specified on this tab are used as the default values for mailing settings specified for vendor classes, which in turn are used as the default values for setting up mailing and printing for particular vendors. For an overview of these mailings, see Configuring Predefined Mailings for Customers and Vendors. For details on setting up vendor mailings, see To Set Up Mailings for Vendors.

The tab includes the Default Sources table, with the list of mailings, and the Default Recipients table, which has the list of recipient types.

Table 5. Default Sources Table By using the Default Sources table, described in the following table, you can view and modify the list of active mailings that can be used to send emails to vendors and employees. For each mailing, you can select either a report or a email template to be used by default as the body of the email.
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Column	Description
Active	A check box that indicates (if selected) that this mailing is active. Emails will be generated only for active mailings.
Mailing ID	The unique identifier of the mailing.
Branch	The ID of the branch for which the documents are printed using the Default Printer. If the branch is not specified, the Default Printer is used for documents of all branches.
Default Email Account	The system email account to be used by default for sending emails for this mailing. If no account is specified, the default system account will be used.
Default Printer	The printer to be used by default for printing operations. This column is available only if the DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
Report	The purchase requisitions report to be used by default as the body or attachment of the email, if a report is used rather than an email template.
Notification Template	The email template to be used by default to generate personalized emails for this mailing, if a template is used rather than a report. CAUTION: For each mailing, you can use only one of the options as the means of communication: a report or a template.
Format	The format in which the report (if applicable) will be sent by default if no preferences have been specified for a particular recipient on the Vendors (AP303000) form (for vendor contacts). Select one of the following options: Text, HTML, Excel, or PDF.
Recipients	The way the system specifies recipients in the generated email. The following options are available: Add Recipients: On the generation of an email to which these settings apply, the system will copy the recipients specified for the selected notification template, if one has been specified for the mailing, and from the Default Recipients table on this tab. Override Recipients: On the generation of an email to which these settings apply, the recipients will be copied only from the Default Recipients table on this tab. The recipients specified in the notification template or report associated with the mailing will not be included in the generated email.

Table 6. Default Recipients Table You use the Default Recipients table, described in the following table, to view and modify the list of default types of recipients for the selected mailing. Contact types specified in the table are used as default values for contact types for vendor classes.
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Column	Description
Active	A check box that indicates (if selected) that the contact of this type is active. Only active recipients receive the emails generated for this mailing.
Contact Type	The type of contact to receive emails, which is one of the following: Account Email: A primary contact of the vendor Remittance: A remittance contact of the vendor Account Location Email: A shipping contact of the vendor Employee: An employee of your company who handles documents of specific vendor classes or specific vendors, or is otherwise associated with either of them
Contact ID	The specific contact. A particular recipient can be selected only if you have selected Employee as the Contact Type. The employee, if one is selected, will receive emails on behalf of all vendors.
Format	The format in which the report (if applicable) will be sent to recipients of this type. Select one of the following options: Text, HTML, Excel, or PDF.
Add To	The To, CC, and BCC options, which are available in this column, determine the element in which the recipient will be included in the generated email.