A Purchase Request is most often an internal document that formally notifies personnel charged with making purchasing decisions of the need or desire to purchase a stated quantity of goods from a specific vendor and seeks their approval.
Upon approval, the Purchase Request is followed up by a Purchase Order for the same items to the vendor specified.
FOOD-TRAK Purchase Request forms work in tandem with Purchase Authorization by automatically notifying the proper purchasing managers, and, when finally authorized, the Purchase Requests are converted into Purchase Orders, which can be sent to the vendor.
With only minor differences, the FOOD-TRAK Purchase Request form works in basically the same way as do other Data Entry forms. It is divided into a Header and Items tab, and templates can be made for routine Requests.
Creating a Purchase Request
To make a Purchase Request, select either the system-supplied (Blank Order) template or a user-defined PR template from the Form Selection page. If you choose a blank template, you must supply the vendor name on the Header tab along with an PR Number.
The form has two tabs: The Header tab and the Details tab. When you complete the form, a Summary page appears containing any critical issues or warnings affecting the processing of the form.
The Details tab contains the items that are placed on the Purchase Order. A copy of the information from the Header appears at the top of the Details tab. This information can only be altered by going back to the Header and changing it there.
The Item List
The main part of the Details page consists of the item list. Information about each item is also displayed, such as the Item Code, Name, the Quantity and Units to be purchased, the Cost, etc.
Notice at the top of the item list that the headings are links. If you list needs to be re-sorted, you may click one of the headings to re-distribute the items on the list in ascending or descending order.
For example, if you wish to re-sort your list by Item Code, click the Item Code heading. This will re-sort the list by Item Code in ascending order. Click it again and the list is re-sorted by Item Code in descending order.
When you have finished with your Purchase Order, click Complete. Before it closes the form, FOOD-TRAK displays the Summary page. This page identifies some general information about your PO, and any Critical Issues or Warnings that may apply.
Critical Issues lists major problems that appear in the form. These problems must be resolved before the form can be completed.
Warnings list less severe problems with your form, and can be resolved by either fixing the problem listed or ignoring the problem by clicking Yes to the Warning message.
Click Complete again once all issues are resolved.