Purchase Processes
Direct purchases can be triggered in the following ways:
- Create a Purchase Quote
- Create a Requisition Worksheet line
- Create a Purchase Order directly
Purchase Quotes and Requisition Worksheet lines will create Purchase Orders. To open the Purchase Quote or Order from the project line, choose the Yes value in the relevant document field or in the Procurement Release field. Requisition Worksheets cannot be processed from the project views and therefore must be opened using Tell Me. Choose the 
icon, enter Requisition Worksheets, and then choose the related link.
During the Purchase Order process, differences for quantity and/or costs in regard to calculation are possible.
Purchase Quote Administration
Three informational fields in the Processing FastTab of the Purchase Quote are transferred to the Purchase Order during the Make Order process.
These fields are described in the following table.
| Field | Description |
|---|---|
| Expected Quote Date | Indicates the date by which a quote is expected from the vendor. |
| Quote Date | Indicates the date on which the quote was received from the vendor. |
| Vendor Quote No. | Indicates the quote number provided by the vendor. |
Purchase Order Confirmation
Three informational fields in the Processing FastTab of the Purchase Order are transferred to the Purchase Receipt Header, Purchase Invoice Header, and Purchase Credit Memo Header upon posting.
These fields are described in the following table.
| Field | Description |
|---|---|
| Order Confirmation Required | Determines whether an order confirmation from the vendor is required or not. If not defined in the Order Confirmation Required field on the Vendor Card, the setting from the Project Setup page is used. For more information, see Vendors. |
| Order Confirmation Date | Indicates the date on which the order confirmation was received from the vendor. |
| Order Confirmation No. | Indicates the order confirmation number provided by the vendor. |
Add Purchase Line to Existing Procurement Purchase Order
In the Project Processing Procurement page, an existing purchase order can be assigned in the Expand Purchase Order No. field. When the procurement line is released, it will be added to the selected purchase order instead of added to a new purchase order.
Transfer Purchase Conditions from Purchase Quote
Purchase prices and line discounts can be transferred from the purchase quote to the master data (Item) and project-specific prices.
The steps for transferring prices from the Purchase Quote differ depending on whether the New sales pricing experience feature update has been enabled. If the feature update has not been enabled, follow the steps on the Current Pricing Experience tab. For more information about feature updates, see Microsoft Documentation.
Transfer Purchase Conditions Request Page
The fields in the Transfer Purchase Conditions request page are described in the following table. Fields specific to new or current pricing are marked accordingly.
| FastTab | Field | Description | New/Current Pricing |
|---|---|---|---|
| Price Source | Selected Purch. Documents | Specifies the purchase quote number(s). When opened from the PQM Placing Matrix page, you can use the ellipsis button to choose which purchase documents are relevant for the transfer. | |
| Price Target | Purch. Price List Code | Specifies the code of the item-specific Purchase Price List which the prices will be transferred to. | New |
| Project Purch. Price List Code | Specifies the code of the project-specific Purchase Price List which the prices will be transferred to. | New | |
| Target Price Type | Specifies the target of the purchase prices. The options are: - Purchase Prices: Transfers the prices to the item-specific Purchase Prices and/or Purchase Line Discounts tables. - Project Prices: Transfers the prices to the project-specific Project Purchase Prices and/or Project Purchase Discounts tables. |
Current | |
| Price Options | New Project No. | Specifies the project number to be assigned to the generated price list lines when targeting project-specific purchase prices. When set, any project numbers from the source documents are ignored. NOTE: This option is only relevant when transferring prices using Target Price Type = Project Prices or the Project Purchase Price List Code field. |
|
| New Price Starting Date | Specifies the new starting date for the price lines. | ||
| Set End Date in existing Prices | Determines if an end date should be set in the already existing (project) purchase prices. The new ending date is equal to the new starting date minus one day. Only existing prices earlier than the new starting date will be changed. | ||
| Set Minimum Quantity | Determines if the quantity from the purchase line should be used as the minimum quantity in the price lines. | ||
| Additional Options | Transfer Quote Details | Determines if the Purchase Quote No. and version are transferred to the price lines. Turning on this toggle automatically creates new versions of the affected purchase quotes. | |
| Transfer Lead Time | Determines if the lead time is transferred from the purchase lines to the Item Vendor Catalog lines. |
Open the Purchase Quote page.
On the Actions menu, choose Functions > Transfer Purchase Conditions.
In the Price Target FastTab, choose to transfer the purchase prices and/or line discounts to the item- or project-specific price list:
- For item-specific prices/line discounts, enter the code of the price list in the Purchase Price List Code field.
- For project-specific prices/line discounts, enter the code of the price list in the Project Purchase Price List Code field.
In the Price Options FastTab, fill in the fields as needed to assign starting/ending dates and minimum quantity for the price transfer. Hover over the fields to read a short description.
In the Additional Options FastTab, turn on/off the toggles as needed for transferring quote details or lead time. Hover over the fields to read a short description.
Choose the OK button.
Close the confirmation message.
The Purchase Price List page opens for the purchase price list or the project purchase price list specified in step 3, with the new price(s) at the end (with some field values in red italics).
Review the purchase condition transferred from the Purchase Quote and then choose the Verify Lines action to verify and activate the modified lines for inclusion in price calculations. The lines are verified and the field value color changes to black.
If the Transfer Quote Details toggle was turned on in step 5, you can open the Purchase Quote Archive page by choosing the Show Source Quote action on the Lines FastTab.
Both prices and discounts are shown in the lines. This can be changed in the View Columns for field in the General FastTab.
Note
Ideally, all costing/pricing should be handled in the project budgeting phase and, therefore, the Transfer Purchase Conditions function is most beneficial when used with the COSMO Purchase Quote Manager. For more information, see COSMO Purchase Quote Manager.
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