Microsoft Dynamics 365 for Purchase Requisition User Guide

Introduction

This document provides a step-by-step guide on how to use the Purchase Requisition extension for Microsoft Dynamics 365 Business Central. Follow the instructions below to effectively utilize the features of the extension in your environment.

Purchases & Payables Setup

Search for Purchase & Payables Setup and look for the Purchase Requisition tab.

The points for setup in the Purchase Requisition section are described below (see table).

Sr. No.	Field Caption	Explanation
1	Purch Req. Nos	This helps in assigning the number sequence to the purchase requisition automatically, allowing companies to create their own sequence.
2	Default Item Template	This helps the user when there is a new item; the template helps to define default values, like Posting Groups, Unit of Measure, etc.
3	RFQ Email Subject	This is the subject that will be sent to Vendors when the user wants to send a Request for Quotation (RFQ).
4	RFQ Email Body	This is the body of the email that will be sent to Vendors when the user wants to send an RFQ.
5	Disable Purchase Requisition	This setup can be enabled if the company wants to convert the purchase requisition once approved automatically to an order/quote based on the vendor selected.
6	Default Document on Approval	This gives the company the option to choose which document type gets created automatically when the Requisition is approved.

Workflows

Like other standard workflows available in Business Central, there will be an option to create a workflow for Purchase Requisition.
Search for Workflows (see image below).

Click on New Workflow from Template, which allows you to enable a Purchase Requisition.

Select the Purchase Requisition Workflow template and click the OK button.

You can add filters and other setups related to the approval workflow to make sure the workflow aligns to company policies.

How To Create a New Purchase Requisition

In the profile — Purchasing Agent, we have the Purchase Requisition tabs bookmarked, so move the role to Purchasing Agent under Settings -> My Settings. Click the OK button to finish.

Click on Purchase Requisitions to create a new Purchase Requisition.

Click on the New button.

Fill in the details on the Requisition Header page, such as No., Description, etc.

Fill in the lines on the Purchase Requisition.

Here are descriptions of the Request Item Type (see table below).

Type	Description
New Item	Helps in creating a new item based on the template defined on the Purchase & Payable Setup.
Item	Provides a lookup to the existing Item Master.
Fixed Asset	Provides a lookup to the Fixed Asset Master for the user to select.
New Fixed Asset	Helps to create a new fixed asset and allows the user to buy directly from the Requisition rather than first creating a new asset master.
G/L Account	Allows selection of a G/L account to directly book expenses to a specific account.

Once the requisition for purchase has been created you can send it for approval.

It sends out the email for approval request and based on which the approver can view, approve or reject the requisition.

Once approved it changes the status of the requisition to released.

How To Send RFQ For Different Vendors From Approved Requisition

This section describes how to send RFQs (Request for Quotes) to different vendors from an approved requisition.

SelectPurch. Req. Worksheet and select the Get Req. Lines with the approved requisition from the list.

You can select up to 3 vendors to send at once as an RFQ and convert them to a quote. Each line can have different vendors as well, so it can be used as company requirements.

This will trigger email to the vendors based on the email address defined on the vendor card and as per the RFQ Email and Subject defined on the setup (see the example is as below).

You can convert the requisition to quote and then do any quote comparison before converting the quote to an order.

This is how the quote gets created.

You can do a quote comparison to see which vendor has the best quote. To do that go to Purchase Quote Comparison and pull in the quotes for the requisition.

This will show all the quotes that were created against the requisition.

You can decide which quote to approve. To approve any quote, you can directly go to the quote from the related screen and convert the quote to an order.

This will create an order and the other quotes which were created for the same requisition will be automatically rejected as an order is generated against the requisition.

We can see the other 2 quotes, quote no. 1025 and 1027 as per above example will have Quote Rejected = TRUE (checkbox ticked), which will not allow any quote to convert to an order.