Purchase Requisition Employee Portal for Microsoft Dynamics 365 Business Central User Guide
Introduction
The Purchase Requisition Employee Portal in Microsoft Dynamics 365 Business Central provides a user-friendly interface for employees to submit and track their purchase requisitions. The portal is accessible once the user logs in from a valid URL link (ask your system administrator for more information). The user can then select the company in which they need to request a purchase.
Accessing the portal requires a valid URL link assigned to a company. The portal is accessible via a web browser on any device through a responsive design, using PC or laptops.
For mobile version, follow this link: Microsoft Dynamics 365 Employee Portal for Mobile App User Guide
Purchase Requisition Process
The Purchase Requisition option allows a user to create and submit a purchase request for approval and processing by the procurement team.
New Purchase Requisition
From the left panel menu list, select New Purchase Requisition to open a new entry form for purchase request.
Example:
You can now begin to fill in the details of the request.
In the Purchase Request form header, the Requisition Number is auto-generated and the Requisition Date defaults to the work date in My Settings.
Enter the remaining information:
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Location — Select the warehouse location for the receipt of the requested item.
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Department — Enter the department name.
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Description — Enter a short description for the purchase request.
Once you start filling in the information, the Add Item button will be visible.
NB: All fields with an asterisk (*) are required and must be filled in.
After you click Add Item, you will see the items list form Select an Item. Click Select to add the item from the list of all or available items.
To add multiple line items to the purchase request, click on Add Item again to open the item list dialog box where you can search and select the items to be added.
To add an item, click on the Select button.
When the item is added to the Purchase Request, it displays on the screen and the Submit Request button is visible.
Enter the quantity of the item to be purchased.
You can add an attachment by clicking the Add File button (e.g. supporting documents) to the request, but this is optional and not required.
Scroll down the list to view all added items. If any item is incorrectly added, click on the bin icon next to each item to remove it from the list.
NB: If you forget to enter the quantity, you will receive an error message when Submit Request button is clicked.
Example:
NB: When the bin icon is clicked, the item is removed immediately.
Purchase Request Submitted for Approval
When Submit Request is selected, the system displays the completed Purchase Request that has been sent for approval in Business Central. A summary of the submitted purchase requests is displayed with the option to re-open the request for amendments.
You can select Back to create another purchase request.
Example:
Tip: You need to scroll down the summary to view the entire purchase request.
Purchase Requisition List (Editing)
The list of submitted purchase requisitions can be viewed by selecting Purchase Requisitions (next to shopping cart icon) from the left panel menu list.
Example:
This opens the list of purchase requisitions.
Example:
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From this screen, a new purchase requisition form can be opened by selecting Create New.
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All Status, All Locations, All Departments — These are filters for the list of purchase requisitions:
a) Status — All, Open (submitted and unapproved), Approved (submitted and approved)
b) Locations — Select the warehouse location
c) Department — Select the department for the purchase requisition
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3-dot menu for each column — Click on this 3-dot menu to view the options for each column. You must move your mouse pointer over to the right end of the column to make it visible.
a. Sorting options (ascending or descending)
b. Filtering option e.g
c. Hiding/managing column display
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For each Open (status) purchase request, click on the eye icon to open the form to edit the saved data.
Example:
Editing an OPEN Purchase Requisition
In the Purchase Requisition list, sort/filter by the Status column. Only requisitions with the Status of OPEN can be edited.
- Edit to update the quantity requested.
After clicking on the eye icon for the purchase requisition line, the data entry form is opened.
Example:
a) To add a new request line, click on +Add Line — this allows you to edit an existing unapproved request for additional items. The line selection dialog box opens to search and select any item.
Example:
b) To edit the quantity requested for an existing line, click on SELECT to open a dialog box for editing the quantity.
Example:
c) If there are more than one purchase requisition line, the bin icon is enabled so that you can delete any unwanted line.
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Edit to update/change the item requested:
The item of any existing purchase requisition line cannot be changed/updated, it must be deleted and a new one created. If you wish to change/update a requested item, the process would be:
a) +Add Line to add a line with the new item
b) Click on the bin icon to remove the unwanted request line.