Product overview

This WAP Requisitions Help and User Guide will take you through the features and settings for the Sicon WAP Requisitions Module.  The module is designed to allow users of the WAP system to create, submit and approve Purchase Requisitions, enabling a PO to be raised and posted to the Purchase Ledger in Sage 200.


1. New Requisitions

Select New Requisition from the side menu bar within the Requisitions menu.

New requisition

  • Supplier: select the Supplier from the drop down list which is drawn through from the Sage database.  Note; the Supplier choice may be restricted by the System Administrator or the Suppliers may be configured to show only Approved Suppliers.  Suppliers that are on hold in Sage will not appear in WAP.
  • Supplier Ref: this will be auto populated with the supplier code when a supplier has been selected.
  • Document Date: this is auto populated if enabled in System Settings but can be free typed.
  • Delivery Date: this is auto populated if enabled in System Settings but can be free typed.  This date will be used to generate Goods Received notification reminders.  Individual delivery dates can also be set per stock item line or free text line if required.
  • Template: if the user has been allocated access to Templates they are able to pick a template from the drop down menu.  See Stock Templates for more information on creating and allocating templates.
  • Confidential: if this is checked, the requisition will only be able to be seen by the requester and any users with the View All Requests User Type permission.
  • Urgent: if this is checked, the user will need to enter a reason for the urgency in the pop up Urgent Reason box which will then populate on the Justification tab screen.  Once the requisition is submitted an email will be sent instantly advising approvers there is an urgent requisition awaiting approval.

1.1. Adding a Free Text Line

Select Add a Free Text line and enter the required information in the details box.  Complete all other information as required.

N.B: some boxes may not be visible as below depending on the System Setup.

Free Text Line Details

  • Item Details: free text box, enter the description of the item that is being requested.
  • Quantity: free text box, enter the quantity needed.
  • Unit Price: free text box, enter the price of the item being purchased.
  • Buying Price Unit: free text box to enter description of what is being purchased, e.g. Pack of 12.
  • Delivery Date: this will be auto populated with the delivery date entered on the previous page but can be overridden if needed.
  • Tax Code: this will default to Standard Rate but can be overridden by choosing another code from the drop down menu.  Tax codes are pulled through from Sage.
  • Discount Percent: if applicable, enter a discount percentage figure here.

 


1.2. Project Tab

This tab will only appear if either Sage Project Accounting or Sicon Job Costing is being used as the costing module.  If the requisition is linked to a Project/Job, select the correct Project/Job and Project Item/Costing Header from the drop down menus.

Free Text Line Details


1.3. Nominal Tab

Select the appropriate code from the drop down list or begin typing the account number or name; only codes that have been assigned to the user will appear on this list.

Nominal Tab


1.4. Approval Tab

The approval route for the document can be seen by clicking this tab.  If the user has permission to create Ad-hoc routes they will be able to edit this route.

Free Text Line Details


1.5. Budget Tab

If budget checking is enabled in the System Settings and set to appear on requisition entry, then the budget status for either the Project or Nominal will appear here. If a User has permissions, they will be able to click on any details here to see a budget breakdown.

Budget TabIf the order exceeds budget, either a warning will appear but you will be able to proceed or you will not be able to submit the order, depending on the System Settings.

Click Save to save the order line to the requisition. The Free Text Line details box will remain on the screen ready to add further lines but when no further order lines are required, click Close.


1.6. Adding a Stock Item Line

Stock items are pulled through from Sage and depending on the System Setup, will use the associated nominal code.  The drop down list of stock items can be filtered by ticking Filter Items by Supplier.  If Amend Item Line Description is checked and the description amended, this will appear on the PO but will not alter the stock item description in Sage 200.

Adding a Stock Item Line

The Project, Nominal and Approval tabs and Budget Status checks operate in the same way as with Free Text Line entry.


1.7. Adding a Comment Line

Any additional comments you need to appear on the Requisition can be added here and will show on the PO if required.  Alternatively, information relating to the Requisition which needs to be seen by the approver(s) can be added under the Justification Tab (see below).

Comment Line Details


1.8. Adding a Charge Line

Charge codes are drawn through from Sage 200 (as configured in POP – POP Maintenance – Additional Charges).  Choose the appropriate Charge Code and the corresponding Name, Value and Nominal will auto populate accordingly.

Adding a Charge Line


1.9. Values Tab

This tab will show a breakdown of the lines on the order with the quantities, unit price, discount percentages, tax rates and the Net value.  These lines can be edited or deleted if needed.

Values Tab


1.10. Quantities Tab

This tab will show a breakdown of the order lines with the buying unit description and the quantities that have been ordered, received and invoiced.  Again, lines can be edited or deleted if needed.  As the requisition progresses through (i.e. has its goods received and is invoiced), these figures will be automatically updated.

Quantities Tab


1.11. Authorisation Tab

Once the requisition has been submitted these lines will be populated to show who is needed to approve these lines and the Status of the document.  Clicking Restart will cause the line to be sent back to the beginning of the approval route.

Authorisations Tab


1.12. Budget Tab

If budget checking has been enabled, budget information will be populated here.  If the user has the correct permissions they will be able to click to view a budget drill down.

Budget Tab


1.13. Project Tab

If Sage Project Accounting or Sicon Job Costing module is being used and the requisition was linked to a specific Project/Job these will be displayed here.

Project Tab


1.14. Delivery and Invoicing

Delivery and Invoicing

  • Supplier Address: this will be auto populated from information within Sage once a Supplier has been chosen.
  • Supplier Contact: this will be auto populated from Sage; if one contact within the Supplier has been marked as ‘SendPLOrderTo’ (Supplier Role set within Sage – Accounting System Manager – Settings – Customer and Supplier Roles and then configured for a contact within a specific Supplier – PL – Supplier – Contacts – Roles), these details will be pulled through.  The Supplier will need one contact entered within Sage to be able to email the PO out from WAP.
  • Deliver To: this address will be auto populated if a default delivery address has been set up (System Settings – Delivery Addresses) and set per User (User Setup – User – Company Access).  Depending on User permissions, this address can be changed.  The Warehouse drop down menu only relates to purchases of Stock Items and the warehouse these items will be booked into when they are Goods Received.
  • Invoice To: this address will be auto populated if a default invoice address has been set up and set per User (User Setup – User – Company Access).  Depending on user permissions, this address can be changed.
  • Order Discount/Surcharge (£): an overall discount percentage can be applied to all lines on the Requisition if required; enter the Order Discount percent and the Discount Value will be calculated and applied automatically.
  • Analysis Codes: these are drawn through from Sage 200 as configured in POP – POP Maintenance – Maintain Analysis Codes.  To make these mandatory and appear in grids, configure in System Settings – Requisitions – Analysis Codes.

1.15. Justification Tab

This tab is used to provide a narrative and add file attachments to clarify why the items have been requested.

Justification Tab

  • Requested By: this is auto populated with the User’s name but can be changed to a different User if they have the appropriate permissions (User Setup – Users – Account Options).
  • Business Unit: the Requested For box is a free text box that can be completed and a business unit can be chosen from the drop down list.  Only Business Units that have been allocated to the user will be shown and their default Business Unit will show first.
  • Notes: any free text notes can be added here.
  • Urgent Reason: this will be auto populated if the Urgent box has been ticked on the Order Details front page.
  • Attachments: supporting documents can be uploaded and attached to the Requisition using the Browse and Upload buttons.
  • Additional Analysis Fields: any additional analysis fields configured in System Settings – Analysis Labels will appear on this tab.  These analysis labels are not linked to Sage but will appear on reporting and grids if configured in WAP.

N.B: existing requisitions containing Justification notes will show a yellow post-it note icon in the flag column in the Requisition summary grid table while if an Additional Analysis label was entered a luggage tag will appear.  A paper clip icon represents an attachment while two paper clips represents multiple attachments.  Requisitions marked as urgent will have a red exclamation mark in this column.  If a requisition contains either a nominal or project that is over budget a red flag will show.


1.16. Approval History Tab

This tab will only be populated once the Requisition has been submitted and progressed through the approval route.  Only lines that require approval will show here (i.e. Comment lines will not appear).

Approval History Tab


2. Existing Requisitions

Select Existing Requisitions from the side menu under the Requisitions tab.


2.1. Existing Requisition Tabs

Existing Requisitions

  • New: requisitions that have been saved but not submitted will appear under this tab.
  • Submitted: requisitions that have been submitted and are awaiting approval will appear under this tab.
  • Approved: requisitions that have been approved and are ready to be sent to the supplier will appear under this tab.
  • Rejected: requisitions that have been rejected during the approval process will be listed under this tab.
  • Completed: once a requisition has been goods received and invoiced it will move to this tab.
  • Failed: if a requisition fails to post through to Sage it will appear here and will need the error flag removed before it can be posted again.  Common reasons for requisitions failing are due to suppliers being on hold within Sage or lines entered with negative values.  More details of any error flags to do with failed requisitions can be viewed using the Event Log in System Settings.
  • Archived: a user can archive completed requisitions, once this has been done the requisition will move to this tab.

2.2. Search and Quick Links Tab

 • New: requisitions that have been saved but not submitted will appear under this tab. • Submitted: requisitions that have been submitted and are awaiting approval will appear under this tab. • Approved: requisitions that have been approved and are ready to be sent to the supplier will appear under this tab. • Rejected: requisitions that have been rejected during the approval process will be listed under this tab. • Completed: once a requisition has been goods received and invoiced it will move to this tab. • Failed: if a requisition fails to post through to Sage it will appear here and will need the error flag removed before it can be posted again. Common reasons for requisitions failing are due to suppliers being on hold within Sage or lines entered with negative values. More details of any error flags to do with failed requisitions can be viewed using the Event Log in System Settings. • Archived: a user can archive completed requisitions, once this has been done the requisition will move to this tab.

  • Search options: use these search options to filter the existing requisitions that will appear in the grid above.
  • Quick Links: click Refresh Requests to get the most recent requisitions and to also provide access to items specific requisitions.  It is also possible to archive requisitions from here and to export the current list of requisitions to Excel.

2.3. Edit Existing Requisitions

By clicking Edit on requisition lines specific requisitions will be opened. Depending on System Settings and User Type permissions the user may be able to edit the requisition up until it is goods received or an invoice matched. Alternatively, it may not be possible to amend an order once it has been approved and a Sage PO number has been generated.


2.4. Deleting Existing Requisitions

Depending on User Type permissions, a user may be able to delete a requisition once it has been saved. If the user does not have permission they will see a message saying this if the Delete button is clicked.


3. Templates

If using Stock within Sage 200 it is possible to create templates in WAP that can be used for repeat stock orders.  If a User has the User Type permission to be able to create or amend templates, there will be a menu option on the left titled ‘Templates’.

WAP Requisition HUG - Section 3 Image 1

Any templates previously created will show here and can be edited, or new templates can be created.

WAP Requisition HUG - Section 3 Image 2


3.1. Adding New Templates

To add a new stock template, click New Template to open the below screen:

WAP Requisition HUG - Section 3 Image 3

  • Company: Select the correct Sage Company is this has not defaulted to the required one.
  • Default Warehouse: Select from the drop down list the required Warehouse to enter the items into.
  • Description: Enter a description for this template; this would be used to identify to the user which template to select.
  • Delivery Date: Select a delivery date if this template is going to be generated.
  • Add Stock Item: Click here to add individual stock items to the template; once the stock item has been selected, enter the quantities, amend the price if required and save.  More stock items can be added as needed by clicking this option.
  • Add/Edit Stock Items: Click here to add stock items; all the stock items provided by the supplier will be listed here and many items can be added quickly.
  • Save: Click to save the template once lines have been added.
  • Close: Click to close the template without saving any changes made.
  • Copy Template: Use this functionality to copy the template to make any minor adjustments and create a new template.
  • Generate: Click here to generate a purchase requisition based on this template; the requisition will not be automatically submitted for approval but opened so any edits can be made if required.
  • Generate and Submit for Approval: Click here to generate a purchase requisition and submit for approval, based on pre-existing approval routes.
  • Update all items to use Preferred Supplier: If the template was created using a different supplier other than the Preferred Supplier (as recorded in Sage), clicking here will amend the template to use the Preferred Supplier.

3.2. Editing Existing Templates

Once a template has been created it is possible to edit by clicking the Edit button; this will open the below screen.

WAP Requisition HUG - Section 3 Image 4

Existing lines can be edited or deleted as required, or new lines added.  The menu options along the bottom are as per the New Template screen.


3.3. Selecting a Template when Creating a Requisition

If a user has been granted access to templates, when a new requisition is raised the user will have access to the template option below the Supplier filter.

WAP Requisition HUG - Section 3 Image 5

Once the user selects a template and clicks Create, the below screen will appear.

WAP Requisition HUG - Section 3 Image 6


4. Approve Requisitions

Select Approve Requisitions from the side menu under the Requisitions tab.  All documents waiting for the user to approve are listed here; if the user clicks on the arrow to expand the line then details of the requisition can be viewed.  It is also possible to access these documents from the hyperlink in the Notifications table on the User’s homepage.

Approve Requisitions

Depending on the System Setup, each line can be approved or rejected individually or all items on the requisition can be approved/rejected by clicking the Approve All or Reject All buttons.  If a line or document is rejected, an explanation is needed for the rejection.  Additional information can be viewed regarding the requisition by looking at the Attachments, Notes, Budgets, Analysis Codes and Approval History tabs.

Alternatively, if the user has User Type permissions, tick each requisition or tick to select all in the header and check Approve Selected items to approve all the requisitions without having to open each line.

Approve Requisistions

Once approved, the requisition will move onto the next approver until the document is fully approved; at this point a Purchase Order number is generated and a Purchase Order created.

To edit a document or view for further information, click View Order Details on the expanded approval line and the original requisition will open.  There could be lines on the requisition that have different nominal codes or projects which are waiting for other users to approve and so all items that the user viewing needs to approver are highlighted green.  Depending on the User Type permissions, lines may be edited.

Approve Requisitions

N.B: default settings allow for changes to be made to the requisition by the approver without the document restarting the approval route, although options can be changed within the System Setup if your organisation requires the document to restart the approval route regardless of whom makes a change (System Settings – Approval).

  • Save Only: any changes made to the requisition will be saved but lines will not be approved or the document resubmitted for approval.
  • Save & Submit: any changes made are saved and the document will be submitted for approve.  Use this in conjunction with Restart All.
  • Close: this will close the requisition screen without making any changes.
  • Print: once the requisition has been fully approved, clicking Print will open the pop up displaying the PO so it can be sent directly to the Supplier.
  • Copy Order: this will allow the requisition to be copied and can then either be Saved or Saved & Submitted; all Supplier and line information will be retained.
  • Show Related Invoices: if a requisition has had a PO invoice linked to it, clicking here will open a pop-up showing the related invoices and invoice lines.
  • Reset All: if a document has been submitted for approval, clicking this will reset all the lines back to the start of their approval routes.  This can be used if a change was done to the requisition or the approval routes.
  • Approve Lines: order lines can be approved from this screen without the approver needing to return to the Approve Requisitions menu.
  • Reject Lines: order lines can be rejected from this screen without the approver needing to return to the Approve Requisitions menu.  A reason will need to be entered for the rejection.

5. Printing and Emailing Purchase Orders

Once a requisition has been approved, a Purchase Order can be printed/emailed to suppliers directly from within the WAP system. Click on Print when looking at Approved Requisitions and a preview will be generated and displayed.

Printing and Emailing Purchase Orders

N.B: as the Print PO screen is a pop up it is essential that the Pop Up blocker is disabled within the Internet Browser settings, or the Sicon WAP website is added to the list of ‘allow pop-ups from specific websites’.

There are two pre-defined WAP PO layouts labelled Summary Report and Detailed Report which can be enabled per database in System Setup – Sage Connections – Company Details – Purchase Order Tab.

To show/hide various fields on the PO, go to System Settings – Requisitions – Printing (see Settings section at the end of this guide for further information).

Email and print PO

The PO can be printed directly to a network printer, exported to a PDF document or emailed directly to the supplier by clicking on the Click here for email options banner.  The format of the email can be pre-configured by the System Administrator within System Setup – Sage Connections – Company Details to auto populate with set text to include contact name/company, the PO number and User who raised the requisition.

PO

Once a requisition has been emailed to the supplier, an email flag will appear on the requisition under Existing Requisitions.

Requisitions Image 30


6. Goods Received

Depending on User Type permissions a user will be able to confirm goods and/or services have been received against a PO raised in the WAP system.  Select Goods Received from the side menu bar under the Requisitions tab.


6.1. Confirm Goods Received

Select the appropriate supplier from the drop down list or filter the POs by entering the document number or searching by the user/department/all orders – click Find.  Once the list of orders has been populated, tick the box on the left hand side to choose which order(s) to receive, then press Receive at the bottom of the page.

Confirm Goods Received

The delivery note number should be entered in the Supplier Document No and if required additional information recorded in the Narrative field.  Enter the quantity/quantities to be received or select Receive All to auto populate with the order line quantities.

If a part delivery has been received, the remaining items will remain on the PO and the document will stay as incomplete until all items are delivered.  However, if you know certain items are not going to be delivered, tick the ‘This is the final receipt’ button which will tell Sage that no more items are expected and the PO in Sage will be adjusted and closed.  This will mean the order can no longer be edited.

Confirm Goods Received

Goods received notes can be uploaded on this screen by clicking Goods Received note and then browsing and uploading.  The scanned GRN documents can then be viewed within Sage POP by Sage users with a DMS View licence by clicking on ‘View Document’ within a transaction enquiry on the PO.  The document can also be found using the Search facility within the DMS menu and again viewed by a Sage user with a View licence.

Goods Received


6.2. Amend Goods Received

If a requisition needs its goods received figures amended it can be done through this screen; i.e. if a requisition was part received and then fully received at a later date.

Amend Goods Received

Select the Sage Company and the supplier and click Find.  Depending on User Type permissions, the user will be able to find orders that have been received by either the user, their business unit or all users.  The list of requisitions will populate and click Edit on the required line.

Amend Goods Received

In the above example two out of the four are showing as outstanding and so the final two are showing as To Be Received.  Enter the number to be received in the final column and click Save.  If all that are outstanding are to be received, click the Receive All button.  The ability to over receive goods (i.e. order 4 but receive 5) is a System Setting permission that can be enabled in System Settings – Requisitions.


7. Reports

The highly configurable report functionality within WAP provides the Requisition report structures which can be customised to your user’s and organisation’s requirements.  The data can be grouped by dragging column headings to the header bar as well as adding/removing fields by customising the report with the Field Chooser (click the Customise button for the Field Chooser to appear).  If required, the reports can also be exported to Excel.

N.B: as the reports are Cookie based you will need to ensure the browser settings allow Cookies from the WAP website to retain a customised report.

Requisitions Reports

  • All Order Lines: this report shows a breakdown of all orders, their approval status and approval history.
  • Outstanding Orders: this report shows orders which have goods and/or services which are yet to be received.
  • Goods received not invoiced report:  this report shows all orders which have had goods and/or services received but have not yet been invoiced.

8. Approved Suppliers (Sage 200 only)

Approved Suppliers can be enforced within the WAP Requisitions module by enabling ‘Remove All Suppliers’ option and disabling ‘Remove Approved Suppliers’ option in System Settings – Requisitions.

Approved Suppliers

Approved Suppliers are defined by first creating an analysis code called ‘PRS’ in Sage 200 (Accounting System Manager – Maintain Analysis Codes).  Create the appropriate values.

Approved Suppliers

Add the PRS analysis code to the Purchase Ledger analysis code setup in Sage 200 (PL – Utilities – Ledger Setup – Maintain Analysis Codes).  The Field Label can be edited to give an appropriate description.

Requisitions Image 39

Each Sage 200 supplier account can then be configured to a specific PRS analysis code.  If you do not want the supplier to appear in the WAP requisition supplier list, do not select a code from the drop down list and instead leave it blank.

Amend Suppliers

Once configured, the Supplier Filter should read Approved Suppliers with a drop down selection of values.  The Supplier field should then show a drop down list of companies who have been assigned that value.

Order Details Tab

Within the PRS Analysis Code a value can be created called “Internal” and if a supplier has this value configured against them then internal orders can be raised in WAP that will remain within WAP and not post through to Sage.


9. System Settings

System Settings relating to the Purchase Requisition module are accessed in System Setup – Requisitions.  The settings are split into General, Approval, Printing and Analysis Codes.


9.1. General Tab

Display Tab: Hide or show fields from the requisition screen as required.

Display Tab

Functionality Tab: Enable or disable functionality within the Requisition module as required.

Functionality Tab

Goods Received Tab: Enable or disable Goods Receive functionality within the Requisition module as required.

Requisitions Image 44

Order Templates Tab: Enable or disable order template functionality within the Requisition module as required.

Order Templates Tab


9.2. Approval Tab

Display: Hide or show fields from the approval process as required within the Requisition module.

Hide or show fields


9.3. Printing Tab

Display tab: Hide or show fields on the printed PO as required.

  • Show Additional Reference field: when enabled an additional box will show on the order details front page of the requisition entry page and will also be printed on the PO.
  • Additional Reference field label: this label can be edited to the organisation’s requirements.
  • Concatenate ‘Additional Reference’ and ‘PO number’: the PO number and additional reference label can be linked to form one PO number on the order, ensuring the Supplier uses both references.

Display Tab

Functionality Tab: Hide/show information on the PO print out as required.

Functionality Tab


9.4. Analysis Codes

WAP requisitions will pull through 20 Sage POP Analysis codes as required; these are configured in Sage Accounting System Manager and POP Maintenance – Maintain Analysis Codes.  If the WAP settings are set to ‘Populate from Order’ then the analysis codes will appear at the bottom of the Requisition Delivery and Invoicing tab, but if changed to Validate per Line, the codes can be selected at the time of entering each line and therefore can be different per line.  The codes can be marked as Mandatory and if you need them to appear in the Existing and Approve Requisitions grids in WAP, check the ‘Include in Grids’ Option.  If the code labelling needs to be changed, tick the custom box and enter the narrative as required.

Analysis Codes


10. Enable Module

Each year your WAP system will require a new enable string to continue working.  When the new one has been issued, select System Settings – Misc – Licencing.

WAP Requisitions Enable Module

N.B: for your information, the module expiry date is shown along with the modules that have been enabled and the maximum number of users.


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