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 Lightbulb that opens the Tell Me feature 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.
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.

  1. Open the Purchase Quote page.
  2. On the Actions menu, choose the Functions > Transfer Purchase Conditions action.
  3. In the request page, choose to transfer prices:
    • If General Price is selected, the purchase price and/or line discount is transferred first to the Price Worksheet then to the Purchase Price List.
    • If Project specific price is selected, the purchase price and/or line discount is transferred to the Price Worksheet then to the Purchase Project Price List.
  4. Choose the OK button.
  5. Close the confirmation message.
  6. Choose the Lightbulb that opens the Tell Me feature icon, enter Price Worksheet, and then choose the related link.
  7. Ensure that the Price Type field is set to Purchase.
  8. In the Assign-to Group field:
    • Enter Vendor if General Price was selected in step 3.
    • Enter Project if Project specific price was selected in step 3.
  9. Make any changes as necessary.
  10. Choose the Implement Price Change action.
  11. Close the Price Worksheet page.
  12. Open the general or project purchase price list:
    • For the general purchase price list, choose the Lightbulb that opens the Tell Me feature icon, enter Purchase Price Lists, and then choose the related link.
    • For the project purchase price list, choose the Lightbulb that opens the Tell Me feature icon, enter Purchase Project Price Lists, and then choose the related link.
  13. Select the price list and then view the purchase condition transferred from the Purchase Quote.

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 Quotes Manager. For more information, see COSMO Purchase Quotes Manager.

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