Requests

Form ID: (RQ301000)

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

You use this form as a starting point to request necessary items. You can also use this form to approve or reject an existing request, and to check the budget and approval status of the request.

A request can be fulfilled only if it is included in a requisition, which can be accomplished by using the Create Requisitions (RQ504000) or Requisitions (RQ302000) form. See Purchase Requisitions for more information about these two types of request documents.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Approve	Approves the request and assigns it the Open status. Depending on how the workflow is organized in your company, you can approve requests by using this button or the Approvals (EP503010) form. This command appears only if the Approval Workflow feature is enabled on the Enable/Disable Features form.
Cancel Request	Cancels the request and gives it the Canceled status. The canceled request cannot be edited.
Hold	Changes the status of the request to On Hold. You click this button when you want to make changes to the request or to pause its processing.
Print Request	Opens the Item Request (RQ641000) report. This report displays the request document in a ready-to-print form.
Reassign	Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form. This command is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.
Reject	Rejects the request, which automatically gets the On Hold status and can be corrected.
Remove Hold	Changes the status of the request from On Hold to Open. You click this button when the request is ready for further processing.
Validate Addresses	Validates the account addresses through integration with a specialized third-party software or service. This command appears only if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form.

Address Lookup Dialog Box

In this dialog box, you can add a new address, update an existing address, and fill in the missing address information in a record that has address settings. You can also search for the name of the company and select the company's address. You can click the link to view the address in a new browser tab. If the address is correct, you can click Select to fill in the boxes in the Address section of the applicable form with the company location details. The addresses you can select from the list are limited to the countries specified for the address provider.

Tip:

If needed, you can use only a keyboard to select an address in the dialog box. When the Address Lookup dialog box has been opened, the system moves the focus to the Enter a Location box. You enter the known part of the address in the box, select the address by using the arrow keys, and press Enter. Then you can check the address and press Enter to close the dialog box.

You can expand the size of the Address Lookup dialog box to see the map in a larger scale by dragging the edges or corners of the dialog box.

This dialog box is available only if the *Address Lookup Integration* feature is enabled on the Enable/Disable Features (CS100000) form and integration with a web map service has been set up as described in Integration with Web Map Services.
Element	Description
Enter a Location	A box for searching for the company's address. You can find the address by doing the following: Find a company address by a postal code if no other address details are available: If you enter the postal code into this box, the system displays the address options with the cities and country (and the state, if the country has states) that are valid for the postal code. Find a full address by a street address: If you enter the street address into this box and select the address, the system will fill in the country (and the state, if applicable), city, and postal code on the form. The web service selected as an address provider on the Site Preferences (SM200505) form searches for the information that matches your search criteria and lists all the search results below this box. You can click the needed value in the list, and the web service populates the box with this value and displays the address in the map area.
Map area	The area that displays the map, which takes most of the space of the dialog box. Depending on the address provider, Google Maps or Bing Maps can be used. In this area, you can view the existing company location. If you click the Address Lookup button, the company address is shown in the dialog box as a location on the map.
This dialog box has the following buttons.
Select	Closes the dialog box and populates the current section with the address details that you have selected in this dialog box.
Cancel	Closes the dialog box and cancels the selection of the company address.

Table 1. Recalculate Prices Dialog BoxYou use this dialog box to specify the options to be used for updating prices for the purchase request.
Column	Description
Set Current Unit Prices	A check box that indicates (if selected) that the system must replace the item prices with the current prices in the lines of the Details tab.
Override Manual Prices	A check box that indicates (if selected) that the system must replace the item prices that have been modified manually (in the Est. Unit Cost or Est. Ext. Cost column on the Details tab) with the current prices. The check box is available for selection if the Set Current Unit Prices check box is selected.
This dialog box has the following button.
OK	Closes the dialog box and applies the selected options.

Reassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records.


Element	Description
New Approver	The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver's Delegations	A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current date. If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).
This dialog box has the following buttons.
Reassign	Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel	Closes the dialog box and cancels the reassignment of the selected record or records to a new approver.

Summary Area

In the Summary area, you can enter summary information for a new request document or select an existing request to view, modify, or act upon it.


Element	Description
Ref. Nbr.	The identifier for the request. The identifier is assigned by the numbering sequence specified on the Purchase Requisitions Preferences (RQ101000) form.
Request Class	The request class to which the request belongs. A request class, defined on the Request Classes (RQ201000) form, helps you simplify entering data into requests. The system assigns a new request to the default request class, but you can select a different class from the list of request classes.
Status	A read-only box that shows the status of the request document: On Hold: The request is still being edited. If you clear the check box, the request status changes to Pending Approval (if the request requires approval) or Open (if no approvals are required). Pending Approval: Approval by the person assigned to approve the request is required. The assignment of the request for approval is performed according to the assignment rules defined on the Assignment and Approval Maps (EP205500) form. This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form. Open: The request has been taken off hold and approved, if approvals of requests are required at your company. With this status, the request can be modified into a requisition, which is done using the Create Requisitions (RQ504000) form. Closed: The approved request (if your system settings require approval of requests) has been modified into a requisition, the request was created but the quantity of requested items is equal to zero, or the request was fulfilled. Canceled: The request was canceled. Canceled requests cannot be edited.
Date	The date when the request was entered. By default, this is the current date, but it can be changed.
Approved	A check box that indicates (if selected) that the request has been approved, the status of the document is Open, and a requisition can be created on the basis of the request. This element is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form.
Priority	The priority of the request. You can select one of the following options: Low, Normal, and High. The default priority is Normal.
Requested By	The identifier (account ID) of the requester. If the Customer Request check box is selected for the selected request class, the lookup table contains customers that have been defined on the Customers (AR303000) form. If the Customer Request check box is cleared on the Request Classes (RQ201000) form for the selected request class, the lookup table contains employees of the company that have been defined on the Employees (EP203000) form.
Location	The requester's location.
Department	The requester's department.
Currency	The currency of the request document.
Description	A description of the request.
Est. Ext. Cost	A read-only box showing the estimated total cost of the requested inventory items (those specified in the Details tab). The system calculates this amount as the sum of the costs of all items listed for this request.
Open Qty.	A read-only box that displays the quantity of items for which no requisition has yet been created. The system calculates this quantity automatically.

Details Tab

The Details tab is used to specify requested items and their details. If the request belongs to a request class for which the Restrict Requested Items to the Specified List option is selected on the Request Classes (RQ201000) form, you can select inventory items from only those provided for the class list and not from the complete list.

Table 2. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Add Item	Opens the Inventory Lookup dialog box so you can add inventory items to the list of requested ones. You can search for items by warehouse, item class, or a string in the barcode or Inventory ID value.
Requisition Details	Navigates to the Requisition Details dialog box, which displays the details of the related requisition. This dialog box is available if the requisition for the current request was created on the Create Requisitions form.

Table 3. Table Columns
Column	Description
Inventory ID	The alphanumerical identifier of the inventory item.
Subitem	The subitem of the inventory item, if applicable. This box appears only if the Inventory Subitems feature is enabled on the Enable/Disable Features (CS100000) form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Description	The description of the inventory item.
UOM	The unit of measurement used to measue the quantity of the inventory item.
Order Qty.	The requested quantity of this inventory item.
Est. Unit Cost	The estimated cost per unit.
Est. Ext. Cost	The estimated total cost of this inventory item, which is calculated as the unit cost multiplied by the order quantity.
Account	The expense account to which the expense amount will be assigned after the request has been fulfilled.
Sub.	The expense subaccount for the specified expense account.
Required Date	The date when the item is required.
Promised Date	The date when the item is promised, which the system automatically calculates according to the request class. The Promised Lead Time setting on Request Classes form determines the number of days within which the request should be fulfilled, and the system calculates the promised date as the date of creation of the request plus the promised lead time.
Issue Status	The issue status of the item.
Canceled	A check box that indicates (if selected) that the request has been canceled.

Table 4. Inventory Lookup Dialog Box
The Inventory Lookup dialog box provides information on the availability of stock items at your company's warehouses; you can add the appropriate quantity of the item to the document if needed. To find an item or items, you can type a string from its inventory ID in the Inventory box.

This dialog box includes the following elements.
Element	Description
Inventory	A box you can use to search for a particular item or items by a string that is a part of the inventory IDs of the items you want to find.
Barcode	A string that represents the barcode of the item you want to find.
Only Vendor's Items	A check box that you select for the search to be performed on only items that are associated with the vendor selected in this document.
Warehouse	The warehouse where the item you want to find is stored. You can leave the box blank to view information for all warehouses. This box appears only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form.
Item Class	The item class of the item for which you want to view the availability information.
Subitem	The subitem of the item for which you want to view the availability information. This box is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
The dialog box also has a table where the stock items matching your selection criteria are listed. The table has the following columns. The table toolbar includes only standard buttons. For the list of standard buttons, see Tables.
Included	An unlabeled check box that you can select to add the selected item to the current document.
Qty. Selected	The quantity of the item you want to add to the current document.
Inventory ID	The unique identifier of the stock item.
Subitem	The subitem code, if subitems are used in your system. This column is available only if the Inventory Subitems feature is enabled on the Enable/Disable Features form. Important: The Inventory Subitems check box has been removed from the Enable/Disable Features form because the functionality associated with the Inventory Subitems feature will be phased out. If you have this feature enabled in your system, the associated functionality remains available. To disable the feature, contact your MYOB support provider.
Description	A description of the item.
Purchase Unit	The purchase unit of the item.
Qty. Available	The quantity of the stock item currently available at the warehouse.
Qty. On Hand	The quantity of the stock item currently on hand at the warehouse.
Qty. PO Orders	The quantity of the stock item specified on existing purchase orders.
Qty. PO Receipts	The quantity of the stock item specified on purchase receipts.
Alternate ID	The alternate identifier used for the this item-subitem pair.
Alternate Type	The type of the alternate ID; it can be Vendor Part Number, Customer Part Number, Barcode, or Global.
The dialog box has the following buttons.
Add	Adds the selected stock items (those with the Included check boxes selected) to the current document.
Add & Close	Adds the selected stock items (those with the Included check boxes selected) to the current document and closes the dialog box.
Cancel	Cancels the changes and closes the dialog box without adding any stock items to the current document.

Table 5. Requisition Details Dialog BoxYou use this dialog box to view requisition details, if a requisition has been created from the current request on the Create Requisitions (RQ504000) form. The dialog box includes the elements described below.
Element	Description
Priority	The priority of the requisition, which can be Low, Normal, or High.
Ref. Nbr.	The numerical identifier of the requisition.
Date	The date when the requisition was created.
Status	The status of the requisition.
Inventory ID	The unique identifier of the stock item.
UOM	The unit of measurement of the stock item.
Description	The description of the stock item.
Qty.	The quantity of the item (in the specified units) that are requested.
Requested Qty.	The quantity of the item (in the specified units) are still to be shipped.
Ordered Qty.	The quantity of the item in the purchase order.
The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific button is listed below.
View Requisition	Navigates to the Requisitions (RQ302000) form, so you can view and edit additional details about the related requisition.
The dialog box has the following button.
OK	Closes the dialog box.

Shipping Tab

This tab holds details about shipping and the destinations at which the requested items should be delivered.

Table 6. Ship To SectionIn this section, you specify the address to which items added to the request must be shipped. The system copies these settings to a purchase requisition created based on this purchase request.
Element	Description
Shipping Destination Type	The type of the destination where the items added to the document must be shipped, which can be any of the following: Branch: The goods must be shipped to the main address of the branch of your organization, which is selected in the Ship To box, as defined on the Branches (CS102000) form. Customer: The items must be shipped directly to a particular customer, which you select in the Ship To box. You may also need to select the customer location in the Shipping Location box of this section. Vendor: The items must be shipped to a particular vendor, which you select in the Ship To box. You may also need to select the vendor location in the Shipping Location box of this section. Warehouse: The items must be shipped to a particular warehouse of your company that has an address that is different from the delivery address of the branch. If you select this option, you must select the specific warehouse in the Warehouse box of this section.
Ship To	The particular destination of the selected type. The value of this box depends on the value specified in the Shipping Destination Type box as follows: For Branch, the box displays the branch that is selected in the Company and Branch Selection menu in the Info area. Attention: You cannot select another branch in this box. If you have access to multiple branches, you can select the required branch in the Company and Branch Selection menu. For Customer, you can select a customer from the list. For Vendor, you can select a vendor from the list. The box is displayed only if Branch, Customer, or Vendor is selected in the Shipping Destination Type box. The list of values may be limited based on roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. You can select a customer or vendor whose visibility is not restricted, that is, the following settings are specified on the Customers (AR303000) or Vendors (AP303000) form: The Restrict Visibility To box is empty for the customer or vendor—that is, the customer's or vendor's visibility is not restricted. A branch, company, or company group is specified in the Restrict Visibility To box for the customer or vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
Shipping Location	The location of the particular destination to which the items are to be shipped. The value of this box depends on the value specified in the Shipping Destination Type box as follows: For Branch, the shipping location is the delivery address specified on the Delivery Settings tab of the Branches (CS102000) form. For Customer, you can select the location from the list if multiple locations are defined for the customer on the Locations tab of the Customers (AR303000) form. For Vendor, you can select the location from the list if multiple locations are defined for the vendor on the Locations tab of the Vendors (AP303000) form. This box is displayed only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS100000) form and the Branch, Customer, or Vendor is selected in the Shipping Destination Type box.
Warehouse	The warehouse of your company that will receive and store the items from the vendor. The box is displayed only if the Multiple Warehouses feature is enabled on the Enable/Disable Features (CS100000) form and if Warehouse is selected in the Shipping Destination Type box of this section.

Table 7. Ship-To Contact Section
Element	Description
Override	A check box that you select to override (that is, to edit) the default contact information.
Company Name	The business name of the selected destination.
Attention	The attention line as it is used in your company's business letters, which is used to direct the letter to the proper person if the letter is not addressed to any specific person. The box may contain something like Purchase Orders Department or To whom it may concern.
Phone 1	The main phone number of the contact person on shipment matters.
Email	The email address of the contact person on shipment matters.

Table 8. Ship-To Address Section
Element	Description
Override	A check box that you select to override (and, thus, to edit) the default address information.
Validated	A check box that indicates (if selected) that the vendor address has been validated through integration with a specialized third-party software or service. This element appears only if the Address Validation feature is enabled on the Enable/Disable Features (CS100000) form.
Address Lookup	A button you click to open the Address Lookup dialog box. For the description of the dialog box, see Address Lookup Dialog Box. This button is displayed on the form if the Address Lookup Integration feature is enabled on the Enable/Disable Features (CS100000) form and if the integration with web map services has been set up, as described in Integration with Web Map Services.
Address Line 1	The first line of the selected destination's address.
Address Line 2	The second line of the selected destination's address.
City	The city of the selected destination.
Country	The country of the selected destination.
State	The state of the selected destination.
Postal Code	The postal code of the selected destination.

Approvals Tab

The Approvals tab contains information about the approval of the request. The system automatically fills in all the columns of this table. The approver and the approver's workgroup are assigned to the request through the assignment map specified on the Purchase Requisitions Preferences (RQ101000) form.

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

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


Columns	Description
Assignee ID	The identifier of the employee who is assigned to approve the document.
Assigned To	The name of the employee who is assigned to approve the document.
Workgroup	The workgroup of the employee assigned to approve the document.
Approved By (ID)	The identifier of the employee who actually approved the document.
Approved By	The name of the employee who actually approved the document.
Approval Date	The date of the approval.
Status	The status of the document, which can be Pending Approval, Approved, or Rejected, depending on the approval action performed.
Reason	The reason the document has been approved or rejected (if applicable).

Budget Tab

This tab displays the accepted budget amount, the amount that has been spent from the budget, the cost of the requested goods, and the expense account and subaccount. The budget settings used here are specified on the Purchase Requisitions Preferences (RQ101000) form. For details about setting up budget verification, see Purchase Requisition Configuration: Setup of Budget Validation for Employee Requests. The budget details are not required if no budget validation is configured for the request class to which this request belongs.

The system fills in all elements on this tab automatically.

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

Table 9. Fin. Period Element
Element	Description
Fin. Period	The financial period for budget calculation, which is determined by the date of the request.

Table 10. Table Columns
Column	Description
Account	The default expense account to which the expense amount will be assigned after the request is fulfilled. This account along with subaccount defines the budget article for specific requests.
Sub.	The expense subaccount for the specified expenses. This subaccount along with the account defines the budget article for specific requests. This column appears if the Subaccounts feature on the Enable/Disable Features (CS100000) form.
Currency	The currency of this budget article.
Document Amount	The amount of the document.
Request Amount	The total amount of all requests made for the budget article during the current budget period.
Budget Amount	The budget amount which was defined for the account/subaccount pair for the budget period (YTD, PTD, Financial Year) that is defined by the option (YTD Values, PTD Values, Annual) selected in the Budget Calculation box on the Purchase Requisitions Preferences form.
Amount Spent	The amount that has been already spent from the budget (based on the GL transactions released during the selected budget period).
Approved Amount	The total approved amount of all requests made for the budget article during the current budget period.
Unapproved Amount	The total amount of all the requests (made for the budget article) that have not been approved during the current budget period.

Other Tab

The Other tab contains information about the workgroup and employee responsible for the request.


Element	Description
Workgroup	A read-only box that specifies the workgroup responsible for the request. The system assigns the workgroup to the request through the assignment map specified on the Purchase Requisitions Preferences (RQ101000) form.
Owner	A read-only box displaying the owner of the request. The owner is responsible for creating a requisition from the request by using the Create Requisitions (RQ504000) form. The system assigns the owner to the request by using the assignment map specified on the Purchase Requisitions Preferences form.