Managing purchase lines

Purchase lines necessarily belong to a purchase request.
Consequently, to create purchase lines, you must create a purchase request or open an existing purchase request.

Opening a purchase request

In the [Purchasing] module, select the [Purchase requests] function.
→ The list of purchase requests is displayed.
Select the [Criteria] tab, enter the search criteria and click the [Results] tab.
→ The list of PRs corresponding to your criteria is displayed.
Click on the desired PR.
→ The PR detail form is displayed.
Go to the [Purchase lines] tab.
→ The purchase lines form is opened; see Purchase request [Purchase lines].

Adding a line

Referenced items or services

On the creation menu , select "Search items" or "Search services."
→ The item list form is displayed. Only items having the following characteristics are displayed:

direct purchase items,
those of the supplier, if the supplier has been filled in on the [General] tab,
those managed in inventory in the event of an Inventory PR,
those for which at least one mode of procurement is filled in, in the case of an Inventory PR (see Item [Procurement])

Other search criteria can be applied by selecting the [Search] tab and then going back to the [Results] tab.

Select the items to be added to the PR and confirm .
→ A purchase line is created for each item. Supplier conditions are retrieved, but can changed.

Rules for initializing item or service data from the catalog or contract catalog link

Once an item or service has been selected in a purchase line, certain data relating to the catalog link or Contract catalog are returned to the PRL.
In some contexts, the application may not be able to return data automatically.

The purpose of this paragraph is to clarify these rules.

Data from the catalog or contract catalog:

the purchase unit
unit price
name
the discount
the delivery time

Data initialization rules:

If the item or service does not have a catalogue link or a contract catalog link, no data is returned to the PRL.
If the item or service has a single catalog link, the catalog data is returned. The PRL is initialized.
If the item or service has a single contract catalog link, the contract catalog data is returned. The PRL is initialized.
If the item or service has several catalog link, no data is returned. The PRL is not initialized.
If the item or service has several contract catalog links, no data is returned . The PRL is not initialized.

This data can also be reinitialized later on using the Search for item purchase conditions and Search for specific conditions actions available from the Item or Service infozone.

Color indicator:

The color at the end of the line indicates whether the item or service has been initialized by the catalog or contract catalog. This indicator is true as long no receipt has been carried out:

PRL initialized.
PRL to be initialized.

Non-referenced items

This action is only possible if allowed by the user's profile.

On the creation menu , select "Create a new line."
→ A line is added in creation mode.
In the lower pane, fill in the information on the item; at least its supplier reference or its name.

If the item/service code is linked to at least one specific condition, a pop-up window is displayed so that an existing specific condition can be chosen.
The "Cancel" button can be used to ignore the proposals and select information from the supplier catalog as default.

Changing lines

Select the line to be changed.
→ The information is displayed in the lower pane.
Change the information in the lower pane.
→ Updates will be taken into account when confirmed.

Deleting lines

Check the lines to be deleted and then click on the delete icon .
→ The lines are deleted.

Change history

You can display details about the changes made on the purchase line since validation of the PR: price, quantity, taxes, costs.

Click on the purchase line.
→ It appears highlighted in blue.
On the action menu of the list , select "History of changes.
→ Details on the successive changes of the selected line are displayed.