Approve and Release Requisitions - Intergraph Smart Materials - 10.1 - Training - Hexagon

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After the quantities are checked, the additional requirements are defined, and the delivery requirements are specified, the requisition can be approved and released to procurement. The project default ZR_ADV_APP controls how many steps must be performed when approving and releasing an engineering requisition.

If the project default is set to N (default), there is no logic behind the RfA (Ready for approval) check box and the button is displayed with the label 'Release', providing a one-step release process. When you click this button, the engineering requisition is not only approved but at the same time, it is released to procurement. The approval of the requisition cannot be reversed because the requisition is already released to procurement. A log file is written, and the file name is 'RTP_' + '<sequence>' + '.log'.

If the project default is set to Y, which means advanced approval is activated, the button is displayed with the label 'Approve'. This button is only enabled if the RfA check box has been selected. To release a requisition to procurement (MSCM), three steps are needed:

  1. Select the RfA (Ready for Approval) check box on Requisition Details screen and save. The Approve button becomes available on Maintain Requisitions screen.

  2. Click the Approve button to approve the requisition. The label of the button changes to Release.

  3. Click the Release button to release the requisition to procurement.

The Approve button is only enabled if the login user has the ER APPROVAL privilege granted.

The Release button is only enabled if the login user has the RTP FOR LOGIN DP or the RTP FOR LOGIN AND QUERYABLE DP privilege granted. With the RTP FOR LOGIN DP privilege granted, you can release requisitions that were created in the discipline you are logged into. With the RTP FOR LOGIN AND QUERYABLE DP privilege granted, you can further release requisitions assigned to any of the queryable disciplines.

The ZR_ADV_APP project default is ignored for a requisition that is a candidate for a balance requisition, which means it was created by an MTO job whose MTO type is assigned to a balance MTO type. In this case, the button is always labeled with Approve.

A requisition can only be approved if:

  • the RfA check box is selected, if ZR_ADV_APP is set to Y

  • the requisition is not yet approved

  • the user has the ER APPROVAL privilege granted and

  • the user is logged in with the discipline of the requisition.

A requisition can only be released to procurement if:

  • the requisition is approved, if ZR_ADV_APP is set to Y

  • the requisition is not yet released to procurement

  • the user has the RTP FOR LOGIN DP or the RTP FOR LOGIN AND QUERYABLE DP privilege granted

  • the user is logged in with the discipline of the requisition in case only RTP FOR LOGIN DP is granted.

  • the requisition is not assigned to a balance requisition, and

  • the requisition was created by an MTO job that is not assigned to a balance MTO job.

To check whether any requisition line items can be found for which the Force Released to Procurement is set to Yes, you can use the CIPs check_force_rtp and set_force_rtp of the m_pck_req_custom package. The standard version of these CIPs delivered with the software work as follows:

If the requisition to be approved has line items without changes in quantity in comparison to the previous supplement or with zero quantities in case of the first supplement but with changes in attached attributes, documents or VDRs, you are informed about this fact if you have missed to set the Force Released to Procurement to Yes for the relevant line items. You can opt to let the software automatically set this Value to Yes for the affected line items, or to ignore this warning and continue the approval, or to cancel the approval process.

Line items without quantity changes cannot be placed on any agreement if the Force RTP is set to No.

It is up to you to implement meaningful code for the CIP function check_force_rtp and the procedure set_force_rtp. Depending on the return value of the function, a corresponding alert is shown or not.

When a purchase requisition with supplement 0 (zero) is approved, and the requisition is not linked to an inquiry requisition, a corresponding warning appears allowing you to cancel the approval procedure and create this link. But you can also approve the requisition without this link.

Before a requisition is actually approved/released, the procedure behind this button checks if:

  • the weight unit is filled on all line items

  • the quantity unit for the released quantity is set on all line items

  • the ident is filled on all line items

  • the delivery designation is set on all line items

  • the ROS date is set for all line items that are to be released to procurement (this check is only done for purchase requisitions)

  • the Procurement Seq (order sequence for procurement) field is set on all line items, if the project default ZR_PROCSEQ is set to Y, and

  • the account code can be generated by calling the CIP procedure std_job_id(r_id) from the m_pck_req_custom package.

After all checks have been performed successfully, the Approved by field is filled with the name of the login user, and the Approved Date field is filled with the current date.

If the project default ZP_MS_TRCK is set to Y and thus automatic milestone tracking is activated, and if a corresponding milestone label is defined on the P.10.63 Milestone Label Derivs screen with master table = M_REQS and master table date column = APPROVED_DATE, the actual dates for the milestone planning items are set with the requisition approval.

Releasing the requisition to procurement (MSCM) means in detail:

In the case of requisitions for purchase (Purchase = Yes), the release context for requisition line items is taken into account.

  • If the release context has been set to 'Shortage Quantities', only line items with a positive increased quantity and with Allow Release to Procurement = Yes or Force Release to Procurement = Yes is released to procurement.

  • If the release context is set to 'Surplus Quantities', only line items with a negative increased quantity and with Allow Release to Procurement = Yes or Force Release to Procurement = Yes are released to procurement.

  • If you have selected 'New Line Items' as the release context, all line items that cannot be found on a previous requisition supplement are released, as long as the increased quantity is positive, and the Allow Release to Procurement = Yes or the Force Release to Procurement = Yes.

  • In all cases, a new requisition supplement is created automatically. This supplement contains all the line items of the current supplement, with the increased quantity set to 0 (zero) for all line items that have been released by this step. This feature provides you with the ability to change the release context and then to release, for example, all lines with shortage quantities if you have now released the lines with surplus quantities. Moreover, the increased quantity of all line items that are not released to procurement is set to 0 on the current supplement.

  • When you select release context 'All Quantities' or 'Changed Quantities' all line items with either the Allow Release to Procurement = Yes or the Force Release to Procurement = Yes are released. A new requisition supplement is not created.

For inquiry-only requisitions (Purchase = No), the release context is not relevant; it is not considered. All line items with the following characteristics are released:

(1) the increased quantity is not 0 (zero) and the Allow Release to Procurement = Yes or

(2) the Force Release to Procurement = Yes.

With the release to procurement of the requisition:

  • the CIP m_pck_req_custom.insert_m_reqs(r_id) fills customer specific tables for procurement with the requisition data,

  • the current date is stored in the Rel to Proc (release to procurement) field

  • the requisition status is set to the status defined as the production status for the discipline of the requisition, and

  • in case of a requisition supplement greater than 0 (zero), the buyer assigned to the previous supplement is copied over to the current requisition.