Create a purchase order from a request

You can create a purchase order directly from a request. This enables procurement managers to obtain items and fulfill requests from the Service Catalog.

Before you begin

Role required: procurement_admin or procurement_user

Procedure

  1. Navigate to Procurement > Requests > Requests.
  2. Click the Number of a request that has been approved but not sourced.
    Look in the Request State and Sourced columns.
  3. In the Catalog Tasks related list, click a Number.
  4. Click Source Request.
  5. In Destination Stockroom, select the stockroom to which the requested item or items should be delivered.
  6. Select the Create PO check box for each item that needs to be purchased.
    If the product is available from a single vendor, the vendor name is added to the Vendor field automatically. If the item is available from multiple vendors, a choice list appears in the Vendor field.
  7. Select a vendor from the list.
    If the selected vendor does not have the item, the Vendor Out of Stock field shows Out of Stock. This can be configured in the Out of Stock option on the Vendor Catalog Item form.
    Out of stock item
  8. (Optional) Select the Consolidate Purchase Orders check box to combine the listed items with existing purchase orders.
    Consolidated purchase orders
    When Consolidate Purchase Orders is checked, all items sourced from the same vendor on the same request are placed on the same purchase order. When a vendor is selected, the system automatically searches for purchase orders that have been created for the same request, have the same Vendor selected, and have the Requested status. If the system finds a match, all items are placed on the same purchase order and can be ordered together. If the system does not find a match, a new purchase order is created.
    For example, if you are purchasing 25 phones from Apple and an open purchase order already exists for Apple, the 25 phones are added to the open purchase order. If there are no open purchase orders for the selected vendors, new purchase orders are created. Items ordered from the same vendor are grouped together. Different items are shown on separate lines on the purchase order.
  9. Click OK.
    the catalog task reopens and you see a message that the purchase order was created. When you view the request, the Sourced check box is selected.