Short Closing Purchase Request

This page allows you to short close the purchase request at the document level. Tell me more.

Select the “ShortClose Purchase Request” link under the “Purchase Request” business component.

The ”ShortClose 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 filter criteria in the “Search Criteria” group box to search for a purchase request. Data entry in these fields is optional:

Purchase Request #	The number identifying the purchase request which you wish to short close (Alphanumeric, 40). You can enter the number in full, or specify it partially using the “*” character. The system retrieves all the purchase requests that are similar to the number entered here.
PR Category	Use the drop-down list box to select the category of the purchase request. The system lists all the active categories defined for “Purchase Request” as defined in the “Create Common Category” activity of the “Logistics Common Master” business component.
PR Date: From/ To	The starting date, in the specified date format, from when the purchase request must be short closed (Date Format). Ensure that the date entered is same as or earlier than the current date and “To Date”. The ending date, in the specified date format, till when the purchase request must be short closed (Date Format). Ensure that the date entered is same as or earlier than the current 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 "0" 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 this field blank.
PR Priority	Use the drop-down list box to select the priority of the purchase requestAll 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. By default the system leaves this field blank.
Part #/ Mfr. Part #	The unique code identifying the part (Alphanumeric, 40) or the number provided by the manufacturer of the part. You can enter the number in full, or specify it partially using the “*” character. The system retrieves all the purchase requests with part number as entered here.
Part Type	Use the drop-down list box to select the type of the part. The system provides the options “Raw material”, “Component”, “Expendable”, “Tool”, “Consumable”, “Kit” and “Miscellaneous. By default the system leaves this field blank.
User Status	Use the drop-down list box to select the user defined status. The system lists all the active user statuses defined for “Purchase Request” in the “Create User Status” activity in the “Logistics Common Master” business component.
Expense Type	Use the drop-down list box to specify the PR expense type. The system lists the values “Revenue” and “Capital” and leaves the field blank by default.
Work Center #	The code identifying the work center (Alphanumeric, 30). You can enter the number in full, or specify it partially using the “*” character. The system retrieves all the purchase requests that are associated with the work center number as entered here. Help facility available.
Preferred Supplier #	The code identifying the preferred supplier of the part (Alphanumeric, 16). You can enter the number in full, or specify it partially using the “*” character. The system retrieves all the purchase requests that are associated with the preferred supplier number as entered here.
Ref Document Type	Use the drop-down list box to select the type of the reference document. The reference document can be one of the following types: Component Work Order Tech Log Hangar Work Order Customer Order Others The system sets the field to blank, by default.
Ref Document #	The code identifying the preferred reference document number (Alphanumeric, 40).
View Covered PR(s)	Check this box if you wish to short close the pending quantity of all those purchase requests based on which a purchase order or release slip is already generated. Leave this box unchecked if you wish to short close all those purchase requests based on which a purchase order or release slip is not yet generated.
Created By	The login ID of the employee who created the purchase request (Alphanumeric, 30). You can enter the employee code in full, or specify it partially using the “*” character. The system retrieves all the purchase requests created with employee number as entered here.
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.

Note: Leave all the fields blank to retrieve the purchase request irrespective of the search criteria.

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

The system displays the following fields in the “Search Results” multiline:

Purchase Request #	The number identifying the purchase request
P.R.Date	The date of creation of the purchase request.
PR Priority	The priority of the purchase request, which could be “AOG”, “Critical”, “Expedite” or “Normal”.
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”.
PR Category	The category of the purchase request.

Enter the following field:

Reason

Additional comments or remarks pertaining to the short closing of the purchase request (Alphanumeric, 255).

Data entry in this field is mandatory.

The system displays the following field:

Buyer Group

A unique code that identifies the buyer group with which the purchase request is associated.

Enter the following field:

User Status

Use the drop-down list box to select the user defined status. The system lists the all the 'active' user status defined for the transaction type "Purchase Order" in the "Create User Status" activity in the "Logistics Common Master" business component. By default the system leaves this field blank.

The system displays the following fields in the "Search Results" multiline:

Created By	The login ID of the employee who created the purchase request
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.

Note: At least one record must be selected in the multiline for short closing the Purchase Request.

Note: The system displays an error message, if any other concurrent user attempts to simultaneously modify the details of the purchase request selected in the multiline.

Check the box in the “Select” column of the multiline to select the purchase request for short closure.

To proceed, carry out the following

Click the “Selective Short Close” link to short close the purchase request selectively.
Click the “Short Close Purchase Request” pushbutton to close the purchase request selected in the multiline.

The system updates the status of the purchase request as “Short closed”.

The system performs the following on clicking the “Shortclose Purchase Request” pushbutton:

Ensures that the selected record has no purchase order or release slip in “Returned” status
Updates the status of the PR to "ShortClosed", if the order quantity is not greater than zero for any of the line items.
Updates the status pf PR as "Authorised", if the order quantity is greater than zero for any of the Line items of the PR.
Updates the shortclose quantity with the current pending quantity, for each line item of the PR
Updates the Short Closed Purchase Request Quantity against the shortclosed purchase request.

For example:

1. If the Purchase Request Quantity is “10”, Order Quantity is “2” and the already short closed quantity of PR is “0”, then pending quantity will be calculated as:

Pending Quantity

Purchase Request Quantity

Order Quantity

Short Closed Quantity

Pending Quantity

On short closing the purchase request,

The Short Closed Purchase Request Quantity will be updated as “8” (existing short closed quantity ”0” + calculated Pending Quantity “8”).
Purchase Request Pending Quantity will be updated as ‘0”.

2. If the Purchase Request Quantity is “10”, Order Quantity is “2” and the MR based on which the Purchase Request is generated is short closed by “3” quantities, then pending quantity will be calculated as:

Pending Quantity

On short closing the purchase request,

The Short Closed Purchase Request Quantity will be updated as “8” (existing short closed quantity ”3” + calculated Pending Quantity “5”).
Purchase Request Pending Quantity will be updated as ‘0”.

Updates the planned receipt quantity of Material Request and Line # combination in “Stock Demand Management” business component, as the difference between the existing ‘Planned Receipt Quantity’ and the ‘Short Closed PR Quantity’ if the PR being short closed is based on MR.
Updates the warehouse planning replenishment quantity in the “Storage Administration” business component, if the PR being shortclosed is a “Replenishment PR” .
If the Short Closed Quantity is greater than the sum of the PR-Scrap “Covered Quantity” against a purchase request part, then the “Covered Quantity” is updated against the Scrap Note documents by apportioning logic considered in a chronological order from the first saved date (PR-Scrap Coverage). Back updates the latest “Covered Quantity” information into the “Repl.Qty” column of the corresponding Scrap Note document on successful shortclosing of a PR document.

Short closing purchase request – An overview

This page allows you to search for and select a purchase request fort short closing. You can carry out the search based on the purchase request number, PR type and priority, From/To Date, preferred supplier number, PR category, user status, expense type, work center number, login ID of the employee. You can also specify if you wish to short close the purchase requests based on which a purchase order / release slip is already generated or only those purchase requests based on which a purchase order / release slip is not yet generated.

Based on the filter criteria the system retrieves and displays the details such as purchase request number, date, PR type, PR Priority, user status and the login ID of the employee in the multiline.