Purchase Request#
Overview#
A purchase request (BANF in German) is made for items that aren’t linked to item masters. Examples are marketing materials and work clothes.
Requests have their own release process that doesn’t involve standard item planning options, such as requisition worksheets. Request lines can instead be filled with pseudo-items linked to G/L accounts.
A completed request can then be submitted to your company’s procurement department, where staff can create a purchase order from it in the same way as from a requisition worksheet.
Note
You need a separate license before you can use this functionality.
Setup#
Purchase Request Setup#
To set up the functionality:
- Choose the Search icon, enter Purchase Request Setup, and then choose the related link.
- Fill in the fields as described in the following tables.
General#
| Field | Comment |
|---|---|
| Purchase Order Type | Specify the default type that will be assigned to purchase orders created from requests. |
| Department Code | Specify Global Dimension Code 1. In Microsoft Dynamics 365 Business Central1, this code typically refers to a department. |
| Customergroup Code | Specify Global Dimension Code 2. In Microsoft Dynamics 365 Business Central1, this code typically refers to a cost unit. |
No. Series#
| Field | Comment |
|---|---|
| No. Series | Specify the number series that will be used for requests. |
Email Notification#
| Field | Comment |
|---|---|
| Email Notification | Turn on this toggle if you want people working on requests to receive notifications about them by email. |
| Declined Offers | Select who will be notified should a request be declined, the person who approved it or everyone involved in the process. You can also leave the field blank if nobody should receive an email. |
| Extended Text for Releases | Specify a message that will be included on emails notifying the relevant people of requests released during an approval workflow. |
| Extended Text for Rejections | Specify a message that will be included on emails notifying the relevant people of requests rejected during an approval workflow. |
| Extended Text for Orders | Specify a message that will be included on emails notifying the relevant people of requests ordered during an approval workflow. |
| Reminder Interval | Specify the interval after which people will be reminded that they still have purchase requests to respond to. |
Email accounts#
The Purchase Request functionality includes approval workflows during which people set up as approvers in the system will receive email notifications about the progress of requests that they need to respond to.
The email account from which notifications should be sent can be a standard account used by your organization or one specifically created for this purpose. To specify a separate account:
- Choose the Search icon, enter Email Scenario Assignment, and then choose the related link.
- Choose Assign Scenarios and select Purchase Request.
- Fill in the fields as necessary.
Approval User Setup#
You can now assign an approval administrator and request workflow codes. The approval administrator has all rights to purchase request functions. Only a single user can be selected as the administrator.
- Choose the Search icon, enter Approval User Setup, and then choose the related link.
- Fill in the fields as described in the following table.
Note
All users who work with purchase requests should have a workflow code entered on this page, as the code is needed to identify both the approval process and individual approvers.
| Field | Description |
|---|---|
| User ID | Select the ID of the user involved in the approval process. |
| Salespers./Purch. Code | Specify the code of the salesperson or purchaser linked to the user. |
| Approver ID | Select the ID of the user who must approve requests made by the person specified in the User ID field. |
| Sales Amount Approval Limit | Specify the maximum sales amount that the user entered in the Approver ID field can approve. |
| Unlimited Sales Approval | Select this checkbox if the user entered in the Approver ID field can approve all kinds of amounts in sales. You cannot fill in a Sales Amount Approval Limit if this field is selected. |
| Purchase Amount Approval Limit | Specify the maximum purchase amount the user entered in the Approver ID field can approve. |
| Unlimited Purchase Approval | Select this checkbox if the user entered in the Approver ID field can approve all kinds of amounts in purchasing. You cannot fill in a Purchase Amount Approval Limit if this field is selected. |
| Request Amount Approval Limit | Specify the maximum request amount that the user entered in the Approver ID field can approve. |
| Unlimited Request Approval | Select this checkbox if the user entered in the Approver ID field can approve purchase requests regardless of amount. You cannot fill in a Request Amount Approval Limit if this field is selected. |
| Substitute | Specify a person that can assume the approver role if the original approver is not available. |
| Enter an email address for each person involved in the approval process. You can also use shared addresses. | |
| Phone No. | Enter the user’s phone number. |
| Approval Administrator | Turn on the toggle if the user entered on this line is also the workflow administrator, who has unrestricted access to the entire purchase request functionality. |
| Request Workflow Code | Specify the code of the required approval process. |
A workflow code that you enter on this page is automatically copied to a new request that involves the person assigned to the code. This way, you can drill down on the Code field to set up a workflow before you make a request. For more information about how to specify a workflow, see Workflows.
You will need to enter the code, at the latest, when you fill in the request itself. Else, the document cannot be submitted due to a missing workflow. However, the requester can choose another code mid-process. This might be necessary if the approval procedure or the cost center has changed.
Workflows#
A workflow specifies the number and permissions of people or departments required for the approval process. To set up a workflow:
- Choose the Search icon, enter Approval Workflows, and then enter the related link.
- On the ribbon, choose New.
- Fill in the fields as described in the following table.
| Field | Description |
|---|---|
| Code | Specify a code for the workflow. |
| Description | Specify a meaningful description for the approval process. |
| No. of Approvers | Shows the number of approvers required for the process. |
You can then choose Approvers on the ribbon to add people to the workflow.
| Field | Description |
|---|---|
| Approver ID | Select the user who will be involved in the approval process. |
| Name | Shows the name of the user specified in the Approver ID field. |
| Level | Specify the order in which approvers will be notified or need to approve a document. You can put more than one person on the same level. They are then notified at the same time. |
| Approval Amount Limit | Fill in this field if the approver should only be notified when the requested amount exceeds a certain limit during approval. |
| Can Edit | Select this field if the approver should be able to edit requests. |
| Can Reject | Select this field if the approver should be able to reject requests. |
| Notify if Fixed Asset | Select this field if the approver should be notified that a fixed asset has been entered on a request line. |
Note
If you're using KUMAVISION project365, you can store an approval workflow on the Projects Setup page. For more information, click here.
Pseudo items#
You can create and manage any number of G/L account-linked pseudo items for use on purchase requests. To set up a pseudo item:
- Choose the Search icon, enter Pseudo Item List, and then choose the related link.
- On the ribbon, choose New.
- Fill in the fields as described in the following table.
| Field | Description |
|---|---|
| No. | Specify the number that will be used for the item. You must fill in this field manually. |
| Description | Specify the name of the item. |
| Description 2 | Here you can enter a more detailed description of the item if necessary. |
| G/L Account | Specify a G/L account that you want to link the item to. You can only choose an account that can be used to post to purchasing (that is, an account for which the Direct Purchasing field has been selected). |
| G/L Account Description | Shows the description of the account linked to the item. |
| Vendor No. | Specify the vendor of the item. You can only choose an existing vendor in this field. |
| Vendor Item No. | Shows the number assigned to the item by the vendor. |
| Direct Unit Cost | Here you can enter a per-unit price for the item. |
| Unit of Measure Code | Specify the unit in which the item is purchased. |
| Department Code | Specify Global Dimension Code 1. In Microsoft Dynamics 365 Business Central1, this code typically refers to a department. |
| Customergroup Code | Specify Global Dimension Code 2. In Microsoft Dynamics 365 Business Central1, this code typically refers to a cost unit. |
| No. of Extended Texts | Shows the number of text modules stored for the item. |
When you create a purchase request later, the lines of the request will be filled in with the information entered on this page.
Note
Pseudo items cannot currently be used with project budgets created in KUMAVISION project365. For more information, click here.
Extended Texts#
For each pseudo item, you can store extended texts that will be copied to the orders created from purchase requests. To store a text:
- Open a pseudo item card.
- On the ribbon, choose Extended Texts.
For more information on the topic, see Create an Extended Text.
Purchase Prices#
You can also maintain special purchase prices for pseudo items. To set up a price:
- Open a pseudo item card.
- On the ribbon, choose Prices.
- Fill in the fields as necessary.
For example, you can enter a starting and an ending date for prices that you only want used within a certain period. Or you can enter a minimum quantity starting at which a certain price should apply.
The Vendor Item No. field can be filled in to differentiate between prices set by multiple or alternative suppliers. If you change vendors on a pseudo item line, the default price entered for the item is then replaced by this new price.
Purchase request workflow#
Create a request#
To create a purchase request:
- Choose the Search icon, enter Purchase Request List, and then choose the related link.
- On the ribbon, choose New.
- Fill in the fields as described in the following table.
General#
| Field | Description |
|---|---|
| No. | Exit the field or press Enter to have the system assign a number automatically. |
| Order Date | This field is automatically filled in with the work date. |
| Due Date | Specify a date that will represent the requested, planned, and expected receipt dates during the ordering process. |
| Request Workflow Code | Specify a code for the request workflow. This field might be filled in with a value from the Approval User Setup page if a code has been specified there. |
| Reason Code | Specify a reason code for the Reject function. |
| Department Code | Specify Global Dimension Code 1. In Microsoft Dynamics 365 Business Central1, this code typically refers to a department. |
| Customergroup Code | Specify Global Dimension Code 2. In Microsoft Dynamics 365 Business Central1, this code typically refers to a cost unit. |
| Status | Shows the status of the document within the approval process. The request might be: • Open • Pending Release • Rejected • Ready for Ordering |
| Created By | Shows the user who created the purchase request. |
| Created On | Shows the date and time when the request was created. |
| Last Modified On | Shows when the document was last edited. |
| Last Modified By | Shows by whom the document was last edited. |
| Level | Indicates how far the request is in the approval process. You can select the hyperlink to see the order of approval. |
| Comments | Indicates if comments have been stored for the request. You can select the hyperlink to see them. |
| Net Total Amount | Shows the net amount for all items entered on the lines. |
Note
If a workflow code hasn’t already been selected in Approval User Setup, you need to select a code here—or the request cannot be sent because of a missing workflow. A code can be created as described under Approval User Setup and Workflows.
Lines#
You can then fill in the lines. A line can be of type G/L account, Item, Resource, or Fixed Asset. Standard items are ordered through requisition worksheets.
However, you can also select a pseudo item on a line. You don’t specify a line type in this case. Instead, the type is automatically set to G/L account and the account number linked to the item is entered in the No. field.
After you’ve entered a quantity for item, the unit cost stored for the specified vendor is copied from the Direct Unit Cost field on the pseudo item card—or the Pseudo Item Purchase Prices page if the relevant cost is specified there. The same applies to costs specified on G/L account, item, and fixed asset lines.
If the purchase price page includes alternative supplier costs or cost scales, you can also drill down on a Vendor No. field to choose a supplier and an item number on the request line. However, because of a lack of grouping criteria, a separate number is often created for a pseudo item.
The Purchase Request URL field supports the procurement department. It can be used by the person who requested an item to enter a web address that the purchaser tasked with fulfilling the request can open to see more information about the item itself and the terms and conditions of its delivery (by selecting a line and choosing Open URL on the ribbon).
When all required data has been entered, the request can be sent to the initial approver. To send a request:
- Choose Send on the ribbon.
- Choose Yes to start the approval workflow. Or choose No to make changes or corrections.
- If you choose No to correct the request, you must restart the workflow after making the correction by again choosing Send and choosing Yes on the dialog that appears.
Note
To send emails as part of an approval workflow, an SMTP server needs to be set up by your company’s IT department.
Afterward—unless the value of what is being asked exceeds an approval limit specified in Approval User Setup—the request is sent to the approver that has been set up for the next step in the process.
Release a request#
An approver can release a request by clicking the link in the notification email they receive or search for the request number within Microsoft Dynamics 365 Business Central1. To release a request in the system as an approver:
- Choose the Search icon, enter Purchase Request List, and then choose the related link.
- Choose Search and enter the number you received in the notification email. You’ll see the status of the request having been set to Release.
- Choose Edit to open the request.
- Choose Release on the ribbon. To add notes to the approval workflow, choose the Comments function and enter a note prior to release.
The request is then sent to the next specified approver. This exact process is repeated until the request has passed through all approval stages. In the last stage, the request is set to Ready for Ordering.
Reject a request#
After being emailed about a pending release, an approver can also reject the request that is referenced in the email, because the person who is asking for certain items might not have been authorized to do so. To reject a request:
- Choose the Search icon, enter Purchase Request List, and then choose the related link.
- Choose Search and enter the number you received in the notification email. You’ll see the status of the request having been set to Release.
- Choose Edit to open the request.
- On the General FastTab, fill in the Reason Code field to specify why this request is being rejected.
- Choose Reject on the ribbon.
The request document is then reset to Open, and the requester is notified of the rejection.
Resubmit a request#
Following a rejection, the requester can edit the document before choosing Send to restart the approval process as described above.
Cancel a request#
If a request has been rejected and there’s no reason to expect that a revised document would fare any different, the request can instead be canceled and archived. To cancel the request:
- Choose Cancel on the ribbon.
- A dialog appears. Choose Yes to set the document status to Cancelled and have it moved to the Archived Purchase Request List.
Create an order#
If a purchase request has been released by all specified approvers, the items can be procured.
- Choose the Search icon, enter Purchase Request List, and then choose the related link.
- Choose Search and enter the number you—working in your company’s procurement department—received in the notification email. You’ll see the status of the request having been set to Ready for Ordering.
- Choose Edit to open the request.
- Choose Create Purchase Order on the ribbon. Based on the number of different vendors shown on the request, one or more purchase orders will be created. Afterward, the request will be completed and archived.
- The requester will be notified of the order by email.
All orders created from purchase requests include the following information:
Purchase header
| Field | Description |
|---|---|
| Purchase Order Type | This field is set to Default, unless otherwise specified in Purchase Request Setup. |
| Due Date | Shows the due date entered on the purchase request. |
Purchase lines
| Field | Description |
|---|---|
| Promised Receipt Date | Specifies the promised receipt date of the purchased items. The content of this field is calculated based on the expected receipt date. |
| Expected Receipt Date | Specifies the due date entered on the purchase request. |
| Requested Receipt Date | Specifies the requested receipt date of the purchased items. The content of this field is calculated based on the expected receipt date. |
| Purchase Request No. | Specifies the document number from the purchase request. |
| Pseudo Item No. | Specifies a pseudo item, used as a G/L account filter. |
| Requester ID | Specifies the person who created the purchase request. |
Actions – Document Texts
Running the Beginning Text or Ending Text function from the purchase order also shows all texts entered for pseudo items on the original request.
Archived requests#
Requests are archived when you create purchase orders for them by using the Create Purchase Order function or, following rejection, choose Cancel (without creating an order).
With the status set to Ordered or Cancelled, the documents are then moved to the Archived Purchase Request List.
Request log#
All steps in the request process are recorded in a log. To see the log, choose Log Entries on the ribbon of a purchase request card or choose Related > Log Entries on the ribbon during the approval process.