Raising an Order from a Requisition
Once a requisition has been authorised, it can be used to raise a purchase order. If your establishment / organisation does not use IRIS Financials Purchasingfor requisitions, refer to Creating a New Purchase Order.
Raising an order from a requisition consists of the following:
Completing the Purchase Order Details
Viewing/Editing the Requested Items
Raising the Purchase Order
- From the Home page, select Order.
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The Select your Supplier window is displayed. Either scroll through the list or search for the required supplier using the Search Criteria field at the top of the window. You can enter any element of the supplier account code or name/title. The list is then reduced based on the criteria entered. If the requisition was added to the system without a supplier, you need to deselect Only show suppliers with items to progress, then select the required supplier from the list.
By default, any element of the supplier account code, name/title is searched. If you find the search is taking longer than expected, deselect Advanced Search. - Select to select the required supplier. The Select your detail lines window is displayed.
- Authorised item lines from any requisitions for the chosen supplier are displayed. In the previous example, three lines from two different requisitions are listed. Select the check boxes adjacent to each item to be included in the purchase order, then select Progress.
- The details from the authorised requisition are then progressed to the purchase order, as shown in the following graphic.
Completing the Purchase Order Details
- The delivery address is carried through from the requisition but can be amended by selecting the Edit (blue pencil) icon, then selecting the required address from the Select Your Delivery Address window.
- The centre section of the document is used to complete details relating to the purchase order itself.
- Select the Edit (blue pencil) icon to open a calendar enabling a different date to be selected.
Complete/edit the remaining requisition information as follows:
Viewing/Editing the Requested Items
Once the document details have been checked and edited as necessary, you can proceed to check the items that have been requested. The following process should be carried out for each individual item requested:
The icons on the right of the item lines can be used to make amendments as follows:
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Description |
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Select to edit the item details. You need to validate the item once complete, irrespective of whether any changes have been made. |
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Select to produce a copy of the current item that can then be amended and validated. |
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Select to delete the current item. |
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Select this to view any additional information about the item including for example Period, Discount and Comments. The fields displayed here are defined by your System Administrator and consequently may vary from these. The icon switches to an up arrow enabling the additional information to subsequently be closed. |
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Select this to validate any new or amended item line. |
- Check the Stock code and item Description and make any required amendments.
- Check the quantity and price paying attention to the VAT code to ensure that the goods are subsequently invoiced correctly. To change the rate, hover over VAT CODE, select the magnifying glass, then select the required VAT code from the Select window.
- Check the nominals to which the items relate are correct. This can be changed by hovering over Nominal, then selecting the required nominal from the Select window.
- Alternatively, enter a relevant word, e.g. book into Nominal. The system displays any matching nominals, as shown in the following graphic. Select the required nominal from the drop-down list.
- Check that the correct cost centre account is displayed in the Account field. If required, this can be amended using the same process as for nominals.
If delivery charges are known at this stage, they should be added as an additional item line. It is best practice to only add them if you have access to the correct nominal/account to which delivery charges should be applied. If in any doubt, do not enter the delivery charges as these can be added at the invoice stage, or check with the person within your establishment/organisation who administers your system.
Viewing/Amending Additional Item Information
Additional information can be viewed by selecting the Show Additional Information (down arrow) icon on the far right of an individual item line.
The fields displayed in the additional information section are defined by the person within your establishment/organisation who administers your system.
In this example, you can view/amend Period or Discount information. You can also add additional information in Comment.
If you have amended the Period or Document Date in the document details section of the purchase order, check the Period in the item line addition information section. Changing the Period in the document details section does not update the Period in the additional information section, as you may want the item posted to a different accounting period.
If you previously entered more than 30 character in the item Description, the full description is displayed in Comment.
Viewing or Adding Attachments
You can add attachments to the purchase order at any point during or after the creation process. For example, you may want to attach a quote, an email, a photo, etc. For more information, refer to Adding Attachments to Documents.
Posting the Purchase Order
If this purchase order is one that you are likely to use again, i.e. the items are to be regularly ordered, you can save this purchase order as a template that can be re-used. For more information, refer to Creating Document Templates.
- Once you have completed your checks and any added/edited items have been successfully validated, select Post Order.
- Error messages are displayed if any item lines have not been validated or any mandatory data is missing (the affected mandatory fields are then highlighted in the purchase order). These errors must be corrected before the order can be successfully posted.
- Depending on how your system has been set up, a Budget Information window may be displayed, showing the impact on any applicable budget. In the following example, the order falls within the applicable budget and therefore the line is highlighted in green. If the order goes over budget, then the information is highlighted in red. Select Back if you need to return to the order to make amendments.
- The name of the budget the items on the purchase order are being checked against is displayed in the bottom left corner of the window, as shown in the previous graphic.
This window may look different if your system has been set up to check a budget at account level. In this case, it is grouped on account code and there is no nominal column. - Select Edit Document to make any amendments to the purchase order based on the budget impacts or select Proceed to post the purchase order.
- Once the purchase order has been successfully posted, a purchase order document number is automatically generated, and a success message is displayed in the top right-hand corner of the window. Selecting the message opens a read-only copy of the purchase order.
- By default, you are returned to the Home page, but this can be changed via the Current User tab in settings (accessed by selecting the Settings icon on the Home page) so that a read-only version of the posted document is automatically displayed. For more information, refer to Personalising IRIS Purchasing.
- The purchase order is now ready for authorisation and once authorised, can be progressed to a goods received note (for items that have been successfully delivered). The person responsible for authorising the purchase order receives an email notification advising them that the submitted purchase order is awaiting authorisation