Request Classes

Form ID: (RQ201000)

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

You can use this form to create, view, and edit request classes. Because they provide so many default settings, request classes simplify data entry when a new request is created, reduce input error rates, and save time. To learn more about setting up request classes for common request processes, see Purchase Requisitions.

Form Toolbar

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

Summary Area

In the Summary area, you can specify general information about a new request class and edit or view details about an existing request class.

Element Description
Request Class The unique identifier of the request class. An alphanumeric string of up to 10 characters may be used.
Description The description of the request class.
Promised Lead Time (Days) The number of days within which a request should be fulfilled. This information indicates to the person who creates a request of the class the time when the request will be fulfilled. The system calculates the promised date as the date of creation of the request plus the promised lead time specified for the request class.
Customer Request A check box that indicates (if selected) that this request class is reserved for requests created by customers or for customer needs. When a user creates a new request on the Requests (RQ301000) form and specifies this class for the request, the user can specify only the customer, the requested items, and the order quantity on the form.
Vendor Information Is Not Required A check box that indicates (if selected) that no vendor information is required; if it is checked, the Vendor Info tab will not appear on the Requests form for a request of the class. This check box can be selected, for example, for a class defined to cover employee requests of items available in inventory.
Allow Multiple Vendors per Request

A check box that indicates (if selected) that one request can be fulfilled by multiple vendors. If the check box is cleared, bidding will be performed for vendors each of which (as suggested) could supply all the items listed in the request.

If a user creates a request assigned to a request class with this check box selected, additional columns will appear on the Details tab of the Requests (RQ301000) form: Vendor, Location, Vendor Name, Vendor Ref., Vendor Description, and Alternate ID. Thus, the user can manually specify a particular vendor and its details for every requested item on the Details tab—no bidding will be performed.

Issue to Requester A check box that you select if you want the requested items of the class to be issued to their requester.
Restrict Requested Items to the Specified List A check box that indicates (if selected) that for requests of this class, the users will be able to select only items from a predefined list, which you specify on the Item List tab of this form. You must select this option if you want to add items by using this tab.
Hide Inventory Item A check box that indicates (if selected) that for this request class, the goods and services in the company database will not be visible to users. If this check box is selected for a particular class and a user creates a request assigned to this class, the user cannot see the list of inventory items stored in the company database and should enter the description of the requested item manually.

Item List Tab

You can use the Item List tab to create a list of inventory items if the Restrict Requested Items to Specified List check box is selected for the class. You select inventory items by their IDs, and the other columns display details about the item. If a user creates a request assigned to a request class with such a list defined, the user can add to the request only inventory items from this list.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Column Description
Inventory ID The identifier of the inventory item. If you're adding an item to the list, select an inventory item from the list.
Description A read-only column showing the description of the inventory item.
Item Class A read-only column showing the unique identifier of the item class for the item. An item class is used to group inventory items and define default settings for each group.
Item Status A read-only column showing the inventory item's status. There are five types: Active, No Sales, No Purchases, Inactive, and Marked for Deletion. The user selecting requests by using the Requests form can request inventory items with the Active status only.
Type A read-only column that displays the inventory item type, which can be Finished Good, Component Part, or Subassembly.

GL Accounts Tab

On the GL Accounts tab, you specify the budget validation setting and the rules for selecting the expense accounts and subaccounts to which expense amounts will be assigned after a request is fulfilled.

Element Description
Budget Validation The budget validation setting, which affects requests assigned to the class. Budget validation involves comparing the request amount (the total amount of all requested items) to the budget amount, which is the amount approved to cover requests for the budget period. Select one of the following options:
  • None: No budget validation will be performed. This option might be selected, for example, for a request class defined for customer requests.
  • Warning: The budget is validated. If the request amount exceeds the budget amount, a warning message appears but the user can create a new request.
  • Error: The budget is validated, and if the request amount exceeds the budget amount, an error appears and the user cannot create the request.
Use Expense Account From The rule for selecting the account or accounts to which the expense amount is assigned after the request is created. You can select one of the following options:
  • None: No expense account is selected.
  • Requester: The requester expense account, which is specified on the Employees (EP203000) form, is selected.
  • Department: The department expense account, which is specified on the Departments (EP201500) form, is selected.
  • Request Class: The request class expense account, which is specified on this form, is selected.
  • Purchase Item: The expense account associated with the purchase item, which is specified on the Stock Items (IN202500) form, is selected.
Combine Expense Sub. From A subaccount mask that defines the rule for selecting segment values for the expense subaccounts to be used. To set up the rule, select a subaccount segment and press F3. (If you selected the By Segmented Keys lookup mode for the SUBACCOUNT segmented key on the Segmented Keys (CS202000) form, you can enter the subaccount only by selecting from the list of subaccounts.) You can select the source of the segment value, which is one of the following options:
  • D: The expense subaccount associated with the department. This subaccount is specified on the Departments form.
  • I: Expense subaccount associated with the inventory item, as specified on the Stock Items form.
  • Q: The subaccount associated with the request class, as specified on this form.
  • R: The subaccount associated with the requester, as specified on the Employees form.
The character designating each option is repeated for each position in the segment.
Expense Account An optional setting that designates the expense account associated with the request class. This account can be selected as the Use Expense Account From account associated with the class.
Expense Sub. An optional setting that designates the expense subaccount for the specified expense account.