Adaco: Split Purchase Requisition on Auto Processing

Overview

This article describes the process of using the ‘Split Purchase Requisition on Auto Processing’ functionality, as well as demonstrating the behaviour of the functionality under different Property and Vendor configurations.

Enabling the ‘Split Purchase Requisition on Auto Processing’ functionality

To access the setting, go to:
 

• Property Administration > Requisition > Split Purchase Requisition on Auto Processing

Please Note: This setting is available to select only when ‘Allow Purchase Requisition Split’ is also enabled. 

 

Fig.1 - Split Purchase Requisition on Auto Processing

This function dictates the behaviour of a Purchase Requisition when it is released. 


Example

This scenario displays an example using two vendors.

Vendor 1 has the following option enabled:
 

• Property > Vendor > Select Vendor > Enable ‘Automatically Create and Transmit Orders’

Fig.2 – Vendor 1 configuration

Vendor 2 has the following option disabled:
 

• Property > Vendor > Select Vendor > Do not enable ‘Automatically Create and Transmit Orders Disabled’

 
Fig.3 - Vendor 2 configuration

Please Note: Both these Vendors have a Primary Order Transmission set on the Vendor Interface. The scenario where there is no Primary Interface is discussed at the end of the article


Using the ‘Split Purchase Requisitions on Auto Processing’ setting

Create a new Purchase Requisition using the following pathway:
 

• Requisition Center > New Requisition > Purchase Requisition

As a system user, Products will be added to the Requisition. In this example, there is a product from Vendor 1, Vendor 2 & No Vendor - this will occur if the product has no Primary Vendor. 

Save the Purchase Requisition and a unique number will be assigned to it.
 

Fig.4 – New Purchase Requisition

Please Note: If products require approval, then the Purchase Requisition will need to be routed for approval and then released.

After release, the message shown below will appear based on the result of the split. 
 

“Not all items were processed. Unprocessed items were split into new requisition #1234 to be processed”

A Purchase Order has been created and transmitted automatically for Vendor 1 (see Fig.5) as everything is correct regarding the items and Vendor.
 

Fig.5 – Order Automatically Transmitted

The remaining two Products were split into a new, unapproved Purchase Requisition, as they did not meet the criteria, demonstrated in Fig.6.   

Vendor 2 did not have the ‘Automatically Create and Transmit Orders’ setting enabled, and the other product did not have a Vendor.

When a new Requisition is created with the Auto-Split functionality enabled, the newly created requisition is auto-released.
 

 
Fig.6 – New Purchase Requisition 

Other examples where this behaviour would occur include:
 

• Items that have a Vendor and the Vendor has ‘Automatically Create and Transmit Orders’ enabled, but there is no primary interface, will be split into a new Purchase Requisition
• Items that have a Vendor, the Vendor has ‘Automatically Create and Transmit Orders’ enabled and there is primary interface, but the interface is setup incorrectly – a Purchase Order will be created for those items but not transmitted

If no items can be processed, the existing Purchase Requisition will remain and will be released. However, no Purchase Order will be created. 

Additional Information

Any line in the Purchase Requisition that exceeds the ‘Auto Create and Send Threshold Value’ will be split into a new Purchase Requisition. 

To set this threshold value, go to:

• Property > Administration > Property Preferences > Requisition > Enter an Auto Create and Send Threshold value 

Fig.7 – Auto Create and Send Threshold Value