0131 Purchase requirement for parts

The Type field on a purchase requirement indicates the type of item the purchase requirement relates to. In the case of parts, the purchase requirement can be used as the basis for a purchase offer, purchase order, or production order. For equipment and external operations, only purchase orders can be created, which means that in these cases, the Type will always be 'Purchase order'.

If the purchase requirement is for parts, the value of the Type field can be modified, for example if you want to request a purchase offer first. To do so, choose Modify type from the Edit menu.

This is the destination of the part purchased. Depending on the destination, some fields on the form may be mandatory. For example, if a part is purchased for production purposes, a production order number and a calculation line must be filled in. If the part is purchased for sales purposes, an order number, sales line, and subline number are required.

Parts can have the following destinations:

Sales
Production
Stock
Costs:	For cost parts, such as 'Copying paper'
Unplanned production:	Use this destination if a required part has not been scheduled. Once the purchase order has been created, a new part line with an 'Actual costing' status will automatically be added to the specified production file. Note: In this case, the purchase unit of the purchase line is automatically set to 'Stock unit', because it is assumed that any unplanned purchase is made specifically for the order, and is therefore similar to the order code 'Purchase to order, custom'.

If you order the part in order to sell it on straight away, fill in the sales order or sales offer for which the part is required. Enter the sales line in the Line number field, and enter the subline number in the field next to it. These fields can be filled in only if the Destination field is set to 'Sales'.

If you order the part for use in the production process, enter the production order or production file for which it is required. These fields can be filled in only if the Destination field is set to 'Production' or 'Unplanned production'. If the part is intended for planned production, also specify the calculation line. This field is not available in the case of 'Unplanned production'.

These fields show the warehouse and the location where you want to receive the goods to be purchased. They can be filled in only if the Destination field is set to 'Stock'.

To change these fields on a purchase order, use the Change warehouse/location or cost center function.

This field can be filled in only if the Destination field is set to 'Costs'. The purchase costs will then be posted to this cost center.

Use this field to indicate whether:

A separate purchase order is to be created for this purchase requirement line ('No')
This purchase requirement line can appear on a purchase order together with other purchase requirement lines ('Yes')

This is the date on which the part must be present for stocking, production or sales purposes.

To calculate the receipt date of an order based on the delivery time and the order date, or vice versa, open the Settings menu, and select the Link receipt date and order date option. As soon as you have entered the order date, Isah will now add the delivery time of the part, as specified in the Parts module, to the order date, and set the receipt date. If you enter the receipt date, Isah will calculate the order date.

Deselect the option if you frequently work with parts that have no fixed delivery time. In this case, you will determine the order or receipt date yourself once you know the delivery time.

You can use this informational field to indicate that you have reviewed the purchase requirement. You can then decide, for example, to convert the purchase requirement into a purchase order. This check box is selected automatically if you have manually created the purchase requirement line.

After you have reviewed and approved the purchase requirement, select the Authorization check box in order to create a purchase offer, purchase order, or internal production order. You can authorize the purchase requirement manually, or you can use the Authorize purchase requirements process. If you do not have any permissions for this process, you cannot change the setting of the Authorization check box.

A purchase requirement for parts can be authorized only if:

The receipt date entered is not in the past.
A supplier has been entered.
The value of the Quantity field in the Dimensions section on the General tab is not '0'.

Note: Do not authorize a line until you are certain it is correct. A purchase offer, purchase order, or internal production order will be created from authorized purchase requirement lines as soon as the relevant process is run.

This field contains the part number of the part you want to order. If the Destination field is set to 'Sales' or 'Production', this field is filled in automatically as soon as you have specified the sales or production data.

This field contains the required revision number of the part you want to purchase.

This field contains the supplier number of the supplier from whom you want to order the parts specified in the purchase requirement. If the part is a production part made by your company, enter supplier number '99999' in this field. This number refers to your own company.

If this field does not contain a supplier, the purchase requirement cannot be authorized.

This field is filled in automatically based on the data in the Parts module. It shows the delivery time for the part in days, as specified on the Purchase tab.

Deselect the option if you frequently work with parts that have no fixed delivery time. In this case, you will determine the order or receipt date yourself once you know the delivery time.

This is the part number the supplier uses for the part.

When the purchase requirement is created, the program checks the existence of any price agreements in a purchase contract entered into with the supplier. If there are, the icon will be displayed next to the field. You can now retrieve, view and select the contracts. The price data laid down in the selected purchase contract are copied to the price fields below.

The value in this field is automatically copied from the purchase contract.

The value in this field is calculated on the basis of the current purchase contract. It shows the quantity still outstanding under the purchase contract. The remaining balance under a purchase contract is the difference between the contract quantity/sum and the quantities/sums already purchased under the purchase contract.

Use the Calculation unit field to specify the unit the price applies to. You can choose from the following options:

Unit	This is the stock unit that has been set on the General tab of the Parts form.
Weight	Kilograms
Surface	Square meters
Purchase unit	This is the purchase unit set on the Purchase tab of the Parts form. This option is only available for the calculation unit for the purchase price.
Sales unit	This is the sales unit set on the Sales tab of the Parts form. This option is only available for the calculation unit for the sales price.

Once you have made your choice, the calculation unit is displayed in the field to the right of the Calculation quantity.

In the Calculation quantity field, specify the number of calculation units to which the price applies. To specify a price per 100 kg, for example, choose 'Weight' in the Calculation unit field, and then enter '100' in the Calculation quantity field.

This field shows the FVP or APP that has been registered for the part on the Financial tab in the Parts module. This is an informational field that cannot be modified.

The Purchase price field is filled with the predefined price found using a search path. If you change this price, this check box will be selected.

This is the currency used to specify the purchase price. The default operating currency is displayed to the right of this field.

Note: If you change the currency, the purchase price is not automatically converted. You have to change it yourself.

This field contains the purchase price of the part. To find the default purchase price using the price search path, use the Get price process from the Edit menu. The Price origin field on the Origin tab will display more information about the origin of the price and any discounts. If you manually enter a purchase price, the Price changed manually check box will be selected.

If you enter the price in a currency other than the standard operating currency, the conversion into the standard operating currency will be displayed next to this field.

By default, these fields are filled with the values found in the search path for the purchase price, but the field values can be changed, where necessary. The Price origin field on the Origin tab will display more information about the origin of the price and any discounts.

Choose whether you want to place the order in purchase units or in stock units.

This field indicates the number of stock or purchase units you want to order for this part (see the Unit field).

Whether or not you also need to enter the length, width, and height for the part depends on the unit code setting for the part in the Parts module (on the General tab if you are buying the part in stock units, or on the Purchase tab if you are buying the part in purchase units). For example, if the unit code is set to 'Quantity * length', the Length field must be filled in, and the other fields will remain empty.

0131 Purchase requirement for parts - General