Purchase Requisition

Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Purchase Requisition” preparation options.

Before we begin, let us understand about the need of Purchase Requisition Entry and the relevance of this particular activity.

If you are involved in manufacturing or trading activities, you will need to get Raw material, consumables and Finish product for consumption and for this purpose the concerned warehouse/store will check the availability of the material and you will need to raise a requisition to the purchase department. On the basis of this requisition, purchase department will procure material.

You can create Purchase Requisition under Production Module of AlignBooks.

The key functions of Purchase Requisition Module are:

Creation of a New Purchase Requisition,
Modification of an existing Purchase Requisition;
Deletion of an existing Purchase Requisition.

Configuration

AlignBooks provide you the facility to configure your Purchase Requisition documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on button to configure this document. Click here “How to Configure a Document”, to know more about this utility.

Let’s now understand how to create a New Purchase Requisition in simple steps.

You have three ways to prepare a Purchase Requisition;

Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.

Let’s enter the fresh set of data for the first time;

Location / Branch

: Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights.

If your desired Location does not exist in the menu, you can create a New Location by clicking on

option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on

. The Location will be opened in Edit mode and you can edit it and save by click on

. You can delete it by click on

Requester Name

: Select the Name of the person from the drop down menu from which the request is being generated.

This field is available only if you have configured Manage Warehouse : “ON” in Inventory Setup.

Date

: Enter the Request date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function

Voucher No

: System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.

Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on

Icon or

option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".

Number: While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.

Scan / Lookup

: This option will work like a Bar Code. If you enter an item Code, the system will pick-up the relevant details automatically.

Item with Balance

: This option will work like a Pick and Pack, Click on this button to show panel with List of Item with Stock Balance, HSN and Item Group. User can filter the Group and select Multiple Items when you click on OK button, all selected items will fill automatically to Item Grid at once.

So far we have entered the relevant details to clearly identify the Purchase requisition Voucher.

Request Item Detail Table

We will now enter the specific Item or Product details to generate a Purchase Requisition Voucher;

: Click here to add a Row to the table

: Click here to delete a row from the table.

Group Name: Select an Item Group from the drop down list. The Item code list will display the items mapped under the selected group.

This field will be available when the Item Selection : "GroupLevel" in Inventory Setup.

Item Code: Select an Item code from the dropdown menu to be procured. Click on

to add a new Item.

Description: System will fill the description details automatically from Item Master.

Unit: System will fill the unit details automatically from Item Master.

Quantity: Enter the Item Quantity here.

Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually. This field is optional for entry.

Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.

Remark : Input here any remark pertaining to the item.

Item Balance: System will display the Stock in hand of this particular item

The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.

The columns which will appear based on Configuration in Company Setup are:

Column Name	Field Description (Condition for Applicable / Appear)
Pack Unit	If Separate Pack Unit property enabled in selected Item, System will auto pull the Pack Unit from Item Master. If you wish to change the same then select unit from the drop down list. Click on to add a new Unit (Not recommended if registered under GST as UQC are predefined under GST). (Inventory – Separate Packing Unit – “ON”)
Pack Quantity	Enter the quantity of Pack unit and system will calculate the quantity of Stock unit automatically based on the StockvsPack mentioned in Item Master. Only if this field is empty then pack quantity will auto populate if directly quantity is entered in Stock Unit. (Inventory – Separate Packing Unit – “ON”)
Print Description	System will auto pull the Purchase Description from Item Master. If you wish to change the same, enter the new description. (Inventory – Separate Print Description – “ON”)
Item Serial No.	If Serial Tracking property enabled in selected Item, Click on the Icon to open a new window to enter the details of Serial Number / IMEI, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility. (Inventory – Item Serial No Tracking– “ON”)
Batch No.	If Batch Wise Inventory property enabled in selected Item, Click on the Icon to open a new window to enter the details of Batch detail, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Batch to know more about this utility. (Inventory – Batch wise Inventory -–“ON”)
	User Defined
Attributes 1-5	(Inventory – Item Attributes)
	User Defined
Item Custom Fields (1-5)	(Inventory - Item Master Custom Fields - Ask In Doc) (Item Master - Ask In Document)

Attribute Panel

In Inventory Setup if Print Description / Item Document Attribute / Item Custom Fields are enabled , System will open a new Input Panel to enter the details of applicable fields Or Click on the Icon to open the Input Panel, the input of all fields will be transferred to Item Grid Table. This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.

Bundle Item Panel

If selected Item is Bundle Item and Show Bundle Detail on Billing is enabled, System will auto populate the Item details based on the child items Or Click on the Icon to open the Input Panel to change Child Item details, the total quantity and average rate of the input will fill in quantity of Stock Unit and rate field. Click here Input Panel - Bundle to know more about this utility.

Add New Row to Table

Click this button to add new row.

Magnify Row

: Click on the button to Magnify the Item Grid Table for better accessibility for voucher entry. A new pop up window will open which will have the same Item table but with better visibility of Item Details as only Item Table is present on this window.

Remarks

: Input here any remark pertaining to the document.

Attachment

: Here you may upload any supporting documents, which can be used for the future reference. You can browse the location to attach the same. Click on “X” to remove the attachment.

Purchase User Defined Fields 1-5

During the Purchase Setup if you have selected user defined fields (Purchase Custom Fields), these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.

Save Voucher

: Click on the button to save the document prepared by you.

Print Voucher

: Click on this button to save voucher and Print the document prepared by you. Click here “Print Utility”, to know more about this utility.

You have completed creation of New Purchase Requisition Voucher.

Clear Detail

: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.

Mail / SMS

: Click on this Button, If you want to send a Email (with Attachment). Click on

beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.

Schedule Document

: If you want to create a schedule for this document, click on

. Click here “Schedule a Document”, to know more about this utility.

Document History

: Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This

button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.

Import Voucher (Excel File)

: Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.

Open Document

: Click here to open an existing Purchase Requisition Voucher. Click here “Open a Document”, to know more about this utility.

Delete Document

: If you wish to delete any existing Purchase Requisition Voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button

to delete the Voucher.

Copy Document

: Click here to copy the values from an existing Purchase Requisition Voucher. Click here “Copy from a Document”, to know more about this utility.

Cancel Document

: If you wish to cancel any existing Voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here

to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.

Restore Document

: If you wish to restore any existing Voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here

to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.

We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!

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