Purchase Requests are used as part of the purchasing workflow, they allow users to approve purchases before being ordered.

 

In order to create a Purchase Request, use the following steps:

1. Select Purchasing.
2. Select Purchase Requests.
3. Select +New.
4. Fill in any required information.

 

To add line items to a Purchase Request, use the following steps:

1. Select Purchasing.
2. Purchase Request.
3. Select the PR and press Edit.
4. Select the Items tab.
5. Select the +Add button in order to add new Line Items.
6. Select Ok.
7. Select Save.

PRs can also be created from the Work Order Action Menu or the Parts Action Menu., by clicking Action > Request Part. Fill in the fields and a PR will be created, linked to the WO.

 

 

 

To edit the line item of a Purchase Request, use the following steps:

1. Select Purchasing.
2. Purchase Request.
3. Select the Purchase request and press Edit.
4. Select the Items tab.
5. Select the Edit button next to the line item you wish to edit.
6. Edit/Fill out the necessary information.
7. Press Save.

 

To create a Purchase Request from a Work Order, use the following steps:

1. Select Work.
2. Work Orders.
3. Select a Work Order and press Action and Request Part.

 

4. Fill out the necessary information and press OK. This will automatically create a PR with a line item for the requested part, that will automatically be set to be received to the WO the action was selected from.

 

 

If you cannot see the above action, your role may not have the proper permissions enabled to allow you to use the suggested Action. Consult with a local MVP Admin about granting the proper permissions to your role.

To create a Purchase Request from a Part Record, use the following steps:

1. Select Inventory.
2. Parts.
3. Select a Part and press Action and Create PR.

 

4. Fill out the necessary information and press OK. This will automatically create a PR with a line item for the selected Part.

 

 

If you cannot see the above action, your role may not have the proper permissions enabled to allow you to use the suggested Action. Consult with a local MVP Admin about granting the proper permissions to your role.

To add a Part to an existing Purchase Request, use the following steps;

1. Select Inventory.
2. Select Parts.
3. Select a Part and press Action and Add to PR.

4. Fill out the necessary information and press OK. This will add the part to the existing Purchase Request of your choice as a line item for the selected Part.

 

If you cannot see the above action, your role may not have the proper permissions enabled to allow you to use the suggested Action. Consult with a local MVP Admin about granting the proper permissions to your role.

Purchase Requests are not manually closed, they will automatically close when the associated Purchase Order is closed.

 

 

How To Fill Out a Purchase Request

General

 

1. PR ID: Purchase Request IDs can be automatically generated or manually created. If Purchase Request IDs must be manually entered, the Purchase Request ID field will be highlighted in blue. If the Purchase Request ID will be automatically generated, or can optionally be entered manually, the Purchase Request ID field will be grey. 
2. Due Date: The Due Date represents the date that the subsequently generated Purchase Order should be received
3. Email When Ordered: Once a PO has been created it can be emailed to the Vendor. This process can be automated by the local administrator. Checking this box will ensure that the Purchase Request will be emailed when it is generated into a Purchase Order, with the status of "Ordered".
4. Notes: This text field can be used to display Note Templates, as well as any listed default Default Purchasing Notes.
5. Type: Purchase Order/Purchase Request Types are used to categorize and group different Purchase Requests and Purchase Orders. They also help with data analysis by allowing users to track expenditures for different types.
6. Requested By: Will autofill with the user's People ID who is creating the Purchase Request.
7. Request Date: This will autofill with the date that the Purchase Request is being created. 
8. Status: The status will automatically be set to "unapproved" and once fully approved, the status will automatically change to "Approved".
   • Unapproved - The PR has not yet been approved.
   • Approved - The PR has been approved and can be generated into a PO.
   • Declined - The PR has been declined by an Admin or Approver and will not be generated into a PO.
   • Processed - The PR has been approved and generated into a PO.

 

 

Custom Fields

MVP Supports the creation of Custom Fields for any of our Asset Classes (Location, Equipment, Repairable Spare, System), Purchase Orders, Purchase Requests, Work Orders, and Work Requests. These can only be created by your local administrators.

 

 

Currency

When adding a line item to a PR, the Vendor's currency and currency symbol will be reflected on the PR Line Items. Upon the receipt of a PO the line item cost in the vendor currency will convert, using its exchange rate, to your site currency. This will be reflected on the PO receipt.

 

 

Items

 

1. Type: This can either be set to "Part" or "Service." 
2. Item ID: The Part ID or Service ID would need to be entered in this field. A Part ID or Service ID does not need to exist in MVP to fill out this field.
3. Quantity: The Quantity Requested would be filled out here.
4. UOP. Unit of Purchase (UOP) would be chosen here, if it is not already listed on a part record that has been selected for the line item.
5. Due Date: The expected last date that a line item on a PO should be received.
6. Receive To: Use this drop-down to select where the line item should be Received To (Stock, Equipment, Location, Repairable Spare, System, Work Group, Work Order).
7. Account Code: Use this field to enter any costing Account Codes that would apply. Account Codes are used on Parts for tracking where a cost is used.
8. Vendor: During the PR creation process, any Vendor can be chosen, this would represent the Vendor that you are purchasing the item from. A Vendor must be chosen for each line item.
9. Vendor Part ID: If the Vendor has a specific Part ID or name for the Part in question, the ID/Name can be listed in this field. 
10. MFR ID: MFR ID stands for Manufacturer ID. The Manufacturer would be the company/Manufacturer who developed and created the Part.   
11. MFR Part ID: If the Manufacturer has a specific Part  ID or name for the Part in question, the ID/Name can be listed in this field. 
12. Taxable: This checkbox will determine if the line item will be taxed, or not taxed.
13. Part Type: The Part Type field can be used for subdividing and organizing Parts. If the chosen line item has a listed Party Type, it will autofill in this field.
14. Specifications: This is a text field where broader Vendor information can be entered that can be transferred automatically from a chosen Part record.
15. Requested By: Will autofill with the user's People ID who is creating the Purchase Request, this can be changed in the event that the user who is adding the line item, is not the user who requested for the line item to be added. 
16. Description: A description of the Part or Service can be entered here if the Part/Service does not exist in MVP, if the record does already exist then the description from the record will autofill in this field.
17. Unit Cost: The Unit Cost field is a numerical field that can be used to list the costing information for each individual unit/part. This cost information will then be reflected on Part Checkouts. 
18. UOM: The Unit of Measure (UOM) on a Part is the measurement distinction of how a Part is consumed. 
19. Receive to ID: This is the field where you would enter the specific ID for the Receive To Type listed in field 6. This ID must exist in MVP.
20. Vendor Description: This will autofill with the description listed on the chosen Vendor Record.
21. Single Source: If a Part or Service has a single source vendor relationship, this box will be checked. If entering in a new Part or Service, you can check the box to determine that the Part/Service has a single-source relationship with the chosen Vendor.
22. Manufacturer Description: A Description of the chosen Manufacturer from field 10.
23. OEM: The Original Equipment Manufacturer (OEM) is a checkbox which allows you to select whether the MFR ID on the line item matches the original equipment manufacturer. 
24. Tax Code: If the line item has the "Taxable" box checked, a Tax Code will need to be chosen in order for the tax to calculate properly.
25. Model NO: This is a field where the Parts specific Model Number can be listed.  
26. Total Cost: The Total Cost field will automatically calculate the total cost of the item by multiplying the Unit Cost X the Quantity Requested. If the item is marked taxable, and a Tax Code is added, Tax will that factor into this equation as well.
27. QTY Per UOP: This is how many individual consumable units a Unit of Purchase contains.
28. Add New Part Checking this box allows you to create a Part Record upon receiving the line item, regardless of where it is received to.
29. Quote ID: If there is any Quote information related to the PR/PO, it can be listed here.
30. UNSPSC Code: The UNSPC Code is a numerical field on the Part Record. UNSPSC stands for United Nations Standard Products and Services Code. 
31. Weight: The listed Weight of a Part indicates how much a part weighs. A Weight record must exist in MVP before adding it to a Part record.
32. Unit of Weight: The Unit of Measurement used for the listed Weight would be entered here.

 

 

Approval

PR Approval Chains are used to determine which Users can approve Purchase Requests, based on the dollar value. The Approval Chain will automatically be added based on the Users default Approval Chain

 

 

Attachments

Attachments can be added to records for users to reference. They can be of any type, although only image (JPG, PNG) files will print off.