Create Purchase Requisition Manually

Posted2025-02-04

Updated2025-03-06

Byadmin

Step 1: Access the Purchase Requisition Menu

Expand the “Purchases” menu on the left-hand side and click on “Purchase Requisition” to open the Purchase Requisition section.

Step 2: Open the Add New Form

Click on the Add New (+) button located at the top-right corner of the Purchase Requisition screen to open the Purchase Requisition Information form.

Step 3: Fill in the Purchase Requisition Information

Request Date: Enter the date of the request.
Division: Select the relevant division from the dropdown menu (e.g., “Flex”).
Purchaser: Specify the name of the purchaser.
Cost Center: Select the cost center associated with this requisition.
Remark: Add any additional information or notes (optional).

Step 4: Add Items to the Purchase Requisition

Navigate to the Details tab.
Click on the Add Item (+) button to open the item selection screen.
Choose the required items by selecting them from the list and click Select.
Fill in the details
- Quantity (Qty): Enter the required number of units.
- Unit: Select the unit of measurement from the dropdown menu (e.g., PCS, KG, BOX).
- Required Date: Specify the date when the item is needed.
- Supplier: Select the preferred supplier for the item from the dropdown menu.
- Unit Price: Enter the price per unit for the item.
- Discount (%) or Discount Amount: Add any applicable discount (optional).
- VAT (Value Added Tax): Select the appropriate VAT percentage (e.g., 7%).
- WHT (Withholding Tax): Specify any applicable withholding tax (optional).
- Payment Term: Choose the payment condition for the item (e.g., “CASH”).
- Shipment Via: Specify the shipment method (e.g., “Truck”).
- Incoterm: Select the applicable incoterm for the shipment (optional).
- BOI: Indicate whether the item is eligible for Board of Investment (BOI) privileges (optional).
- Delivery To: Choose the delivery location (e.g., “Head Office”).
- More Information: Add any additional notes or references related to the item (optional).
- Remark: Provide any specific remarks about the requisition (optional).
- Item Remark: Add notes or details specifically related to the item (optional).

Step 5: Attach Supporting Documents

Navigate to the Attachments tab.
Click on the Add (+) button to upload any related files (e.g., specifications, quotes, or invoices).

Step 6: Save the Purchase Requisition

After completing all required fields, click the Save button in the top-right corner to save the Purchase Requisition. The form status will be updated to “Draft” by default.

Step 7: Verify the Purchase Requisition

The newly added Purchase Requisition will now appear in the list.
You can confirm it by searching for the Request Date, Purchaser, or any other entered details.

Step 7: Submit the information for PR approval

Press the Send to Approve button.

How to Approve PR Information
- Locate the green “Approve” button at the top right of the screen.
- Once you click the “Approve” button, a confirmation dialog box will appear, asking, “Do you want to approve?”
- To proceed, click “Yes”. If you change your mind, click “No” to cancel the action.
- After confirming, the system will process the approval, and the status of the PR may update accordingly.
Additional Actions:
- Reject: If you decide not to approve the PR, click the “Reject” button.
- Revise: If changes are required before approval, use the “Revise” button.
View Approval History
- You can view the approval history by clicking the “Approve History” button on the screen. This will show the details of the approval process.

Step 8: Create a Purchase Order (PO)

Once the approval process is complete, the “Make PO” button will appear.
Click the “Make PO” button if you want to create a Purchase Order (PO) from this Purchase Requisition.
Send Purchase Order screen will appears. Click the “Send” button located in the top-right corner of the screen. This action will send the PO to the supplier using the email address provided in the Email column.

Category	Description
Company	Used to set up customer company information, including company name, address, tax ID, and other relevant business details.
Division	Used to define different divisions within the company, such as Sales, Production, and Finance, to structure the organization and manage access control.
Position	Used to manage employee job positions within the organization, such as Manager, Supervisor, and Staff, which may affect document approval workflows.
Cost Center	Used to define cost centers to allocate expenses by department, project, or function, ensuring accurate budgeting and cost analysis.
Responsible	Used to assign responsible personnel for specific processes or modules, such as accounting, purchasing, or production. It may be linked to approval workflows.
Working Calendar	Used to set up the company’s working schedule, including working days, working hours, shifts, and holidays.
Non-Working	Used to specify non-working days, such as public holidays, company holidays, or special leave days, ensuring accurate workday calculations.
Currency	Used to set up currencies used in the system, such as THB (Baht), USD (US Dollar), and EUR (Euro), along with related exchange rates.
Exchange Rate	Used to import or update exchange rates from sources like the Bank of Thailand (BOT) through Excel file import or API integration.
TAX	Used to configure tax-related settings, such as withholding tax rates, tax rules, and compliance with business tax regulations.
VAT	Used to define VAT (Value Added Tax) calculations, including VAT rates (e.g., 7%), VAT exemptions, and tax breakdowns.
BOI	Used to set up tax and investment privileges from the Board of Investment (BOI), including corporate tax exemptions and import duty reductions.
Additional Charge	Used to define additional charges such as shipping fees, insurance costs, bank fees, or any extra costs associated with orders.
Item Condition	Used to classify item conditions, such as new, used, defective, or repackaged items, which may affect pricing or quality control.
Item Type	Used to categorize items into groups such as raw materials, finished goods, semi-finished goods, or service items.
Location Type	Used to define types of storage locations, such as the main warehouse, secondary warehouse, receiving area, or distribution center.
Order Type	Used to define different types of orders, such as Job Order (work orders), Purchase Order (orders from suppliers), Remark (orders with special conditions or notes), and Delivery Order (orders for product delivery). Not Sure!!
Running No.	Used to configure automatic document numbering, such as invoice numbers, purchase order numbers, and tax invoice numbers, based on predefined formats.
Running Lot No.	Used to generate lot numbers for products, enabling efficient tracking of items through production and inventory management.
Approve Route	Used to configure document approval workflows, such as purchase order approvals, quotation approvals, and other approval processes.
Mail	Used to configure email notifications for system alert users, such as order confirmations, approval status updates, or inventory alerts.
Screen Label	Used to define labels for system screens, such as renaming buttons, field names, or customizing language settings.
Class List	Used to classify data types such as product categories, customer types, supplier categories, or cost groups for better data organization.
System Config	Used to configure system settings such as date formats, currency units, security policies, and general system behavior. Not Sure!!
Password Policy	Used to manage password policies, including minimum length, complexity requirements and security compliance.
User Group	Used to define user roles, such as Admin, General User, Accounting, or Sales, with different access rights to system modules. It also allows managing permissions for viewing, adding, editing, deleting, printing, and performing special actions on specific screens within the system.
User	Used to manage user accounts, including creating new users, assigning roles, resetting passwords, and disabling inactive accounts.

Purchase Requisition