Selecting and authorizing / returning purchase request

This page allows you to search for a purchase request to be authorized. Tell me more.

Select the “Authorize Purchase Request” link under the “Purchase Requisition” business component.

The “Select Purchase Request” page appears.

The system displays the following.

Date Format

The format in which the date fields are displayed in this screen. This format is displayed from the "User Preferences" business component based on the login user ID. In case the format is not defined, the system displays the date format from the Enterprise Modeling business component by default

Enter the following in the “Search Criteria” group box to search for a purchase request. Data entry in the following fields is optional.

Purchase Request #	The number identifying the purchase request to be authorized or returned (Alphanumeric, 18). You can enter the PR number in full or specify it partially using the “*” character. The system retrieves all the purchase requests in which the PR numbers are similar to the number entered here.
PR Category	Use the drop-down list box to specify the category of the purchase request to be authorized or returned. The system lists all the PR categories that are in “Active” status, as defined in the “Create Common Category” activity in the Logistics Common Master business component.
PR Date: From/ To	The starting date in the range of purchase request dates from which the purchase request details must be retrieved (Date Format). The system lists all the purchase requests that are raised later than this date. The date entered must be in the same format as displayed in the “Date Format” field and must be lesser than or equal to the system date. The ending date in the range of purchase request dates until which the purchase request details must be retrieved (Date Format). The system lists all the purchase requests that are raised earlier than this date. The date entered must be in the same format as displayed in the “Date Format” field and must be lesser than or equal to the system date.
Buyer Group	Use the drop-down list box to select the buyer group with which the purchase request is associated. The system sets the field to blank by default.
Note: If the “Buyer Control” option for the Category “Purchase Request” is set as “Required” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box is loaded with values that satisfy all the following conditions: Buyer groups that are in “Active” status Buyer groups that are mapped to the login user as a buyer of type “Primary” or “Secondary” and Buyer groups that have rights for Purchase Request document in the “Buyer Group” business component. If the option “Buyer Control” for the Category “Purchase Request” is set as “Not Required” in the “Set Purchase Options” activity of the “Logistics Common Master” business component, the Buyer Group drop-down list box is loaded with all the buyer groups mapped to the Purchase Request document. All purchase requests created with a buyer group and other purchase requests without any buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "1" i.e., Include PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component. Only purchase requests created with a buyer group are retrieved, if the option "Specific Buyer Group based PR search” is set as "1" i.e., Exclude PR without a Buyer Group in the “Purchase Option Settings” activity under the “Logistics Common Master” business component.
PR Type	Use the drop-down list box to select the type of the purchase request. The system lists the options “Owned”, “PBH”, “Others” and "Service". By default the system leaves the field blank.
PR Priority	Use the drop-down list box to specify the priority of the purchase request to be authorized or returned. All the active priority codes defined under Manage Priority Codes in Logistics Common Master are available for selection. The system defined values are “AOG”, “VLOW”, and “Normal”. The user-defined values are also displayed. A few examples of user-defined values are “Expedite”, “Critical” etc.
Part #/ Mfr. Part #	The number identifying the part for which the purchase request to be authorized, is raised (Alphanumeric, 18) or the number provided by the manufacturer of the part. You can enter the part number in full or specify it partially using the “*” character. The system retrieves all the purchase requests containing part numbers similar to the number entered here.
Part Type	Use the drop-down list box to specify the type of the part for which the purchase request to be authorized, is raised. The system provides the options “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous”.
User Status	Use the drop-down list box to specify the user defined status of the purchase request to be authorized or returned. The system lists all the user-defined statuses that are in the “Active” status, as defined in the “Create User Status” activity in the “Logistics Common Master” business component. The system retrieves all the purchase requests that are in the user defined status similar to the status selected here.
Expense Type	Use the drop-down list box to specify the PR expense type. The system lists the values “Revenue” and “Capital”. The system leaves the field blank by default.
Created by	The login ID of the user who created the purchase request (Alphanumeric, 40).
Expense To	Use the drop-down list box to specify the financial book available for the company requesting the purchase. The system lists all the “Active” Finance Book available for the company and mapped to the login organizational unit as defined in the “Account Group” business component. The system leaves the field blank by default.
Purchase For	Use the drop-down list box to specify for whom the purchase request is required. The system defined values are as follows: Self Customer In the editable field alongside, enter the code of the trading partner for whom the purchase request is required.

Click the “Search” pushbutton to retrieve the purchase requests.

Note: The system retrieves only those documents that can be authorized by the login user.

The system displays the following in the “Search Results” multiline.

Purchase Request #	The number identifying the purchase request.
P.R.Date	The date on which the purchase request was raised.
PR Priority	The priority of the purchase request, which could be “AOG”, “Critical”, “Expedite” or “Normal”.
PR Category	The category of the purchase request.
PR Value	The total value of all the parts specified in the purchase request document.
Currency	The currency in which the purchase request is raised.

Enter the following:

Reason	If you wish to return the purchase request, enter any comments or remarks regarding reason for returning the purchase request in this field (Alphanumeric, 255). Data entry in this field is mandatory, if the PR is selected for return.
User Status	Use the drop-down list box to change the user defined status of the purchase request to be returned or authorized. The system lists all the “Active” user statuses defined in the “Create User Status” activity in the “Logistics Common Master” business component.

The system displays the following:

PR Type	The type of the purchase request, which could be “Owned”, “PBH”, “Others” or “Service”.
Expense Type	The PR expense type which could be “Revenue” or “Capital”.
Buyer Group	A unique code that identifies the buyer group with which the purchase request is associated.
Created By	The login ID of the user who created the purchase request.
Document Status	The status of the purchase request.
Expense To	The financial books available for the company requesting the purchase.
Purchase for	The MRO or the customer for whom the purchase request is required.
Trading Partner	The name and the code of the trading partner defined in the customer master business component.

Click the hyperlinked purchase request number in the multiline, to view the purchase request details.

Authorizing the purchase request

Click the “Authorize Purchase Request” pushbutton to authorize the purchase request selected in the multiline.

Note: This action is workflow-enabled. Notification messages can be sent and you can configure further processing of this document in the "Workflow Management" business component.

The system ensures that the status of the Reference Document is one of the following:

In “Scheduled’, “In-Progress” or “Completed status, for “Hangar Work Order” and “Component Work Order”
In “Confirmed”, “Authorized”, “Under-Amendment”, “Completed” or “Processed” status, for “Customer Order”.
In “Planned”, “In-Progress” or “Completed” status for “A/C Maint. Exe. Ref #”.
In “Authorized”, “Partially Received” or “Partially Issued” status for “Material Request”.

The system ensures that the entered task is valid and not in “Cancelled” status, if the Reference Document Type is “Hangar Work Order”, “Component Work Order” or or “A/C Maint. Exe. Ref #”.

The system updates the status of the PR to “Under Authorization”, if there are more than one level defined for authorization and the document is not authorized by the user in the higher level. If the PR is authorized at the highest level assigned to the user, the system updates the status of the purchase request to “Authorized”. If the planning type of the part is “Disposition” and if the specified warehouse allows disposition, the system creates disposition entries for the part in the “Stock Planning” business component.

The system checks if the Part Classification is allowed in the receipt warehouse, based on the Part Classification mapped to the warehouse in the “Storage Administration” business component.

Note: If the Part Classification is set as “None” or not defined in the “Part Administration” business component, the part is classified as Non-Repairable

Returning the purchase request

Click the “Return Purchase Request” pushbutton to return the purchase request selected in the multiline.

Note: This action is workflow-enabled. Notification messages can be sent as per the settings you have defined in the "Workflow Management" business component.

The system updates the status of the PR to “Returned”.

The system ensures the following:

Atleast one row is selected in the multiline.
The reason field is entered for a document that has been selected for return.
The status of the document to be returned is in “Fresh” status.
Updates the status of the PR to “Returned”.

Selecting and authorizing/ returning purchase request – An overview

This page allows you to search for a purchase request to be authorized. You can authorize only those purchase requests that are in the “Fresh” or “Under Authorization” status. You can also return the selected purchase request in this page. You can return only those purchase requests that are in the “Fresh” or “Under Authorization” statuses, You can authorize all purchase requests that are created at the authorization level to which you are assigned.

Status of the purchase request

On authorization, the status of the purchase request is set to “Under Authorization”, if there are more than one level defined for authorization and the document is not authorized by the user in the higher level. If the PR is authorized at the highest level assigned to the user, the system updates the status of the purchase request to “Authorized”. The system updates the status of the PR to "Returned" once the PR document is returned for some editions to be done on the document.