WAP Help and User Guide Requisitions Module
Table of Contents
1.4. Adding a Charge Line
1.5. Line Values Tab
1.6. Line Quantities Tab
1.7. Line Budget Tab
1.9. Line Project Tab
1.10. Delivery and Invoicing
1.11. Justification Tab
1.12. Approval History Tab
3.1. View Requsitions
4.1. New Templates
8.3. Amend Good Received
8.4. Final Receipts
10.5. Existing Business Cases
10.6. View Business Cases
10.9. Approve Business Case
12.1. General - Display
12.2. General - Functionality
12.3. General - Goods Received
12.6. Analysis Codes
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 Order Processing in Sage 200.
Goods Received can then be processed via the WAP Requisitions module, with the values updated on the Sage Purchase Order.
If used in conjunction with the WAP Invoice Approval module with auto approval functionality (in accordance with variance checking), PO Invoices can be posted and linked to a PO that had been created from a WAP approved Requisition, thus negating the need for a matching invoice to be sent for approval.
1. New Requisitions
Select New Requisition from the side menu bar within the Requisitions menu. Note: Options on this screen will be dependent on the functionality and options enabled/disabled within the system settings. See System Setup – System Settings – Requisitions tab.
Once the Requisition is completed, the user can Save Only (document will sit under the New tab on Existing Requisitions to complete/submit later) or Save & Submit (document will begin approval process and sit on the Submitted tab on Existing Requisitions).
Supplier: select the Supplier from the drop down list which is drawn through from the Sage Company. If a PL Supplier Account is on hold in Sage, it will not appear in the list. If required, the Supplier list may be restricted to show only Approved Suppliers as defined in Sage or if not used, the Approved Suppliers option can be hidden. See Section Approved Suppliers (Sage 200 only )
Supplier Ref: this will be auto populated with the Sage account code when a supplier has been selected.
Document Date: this can be auto populated with today’s date if enabled in System Settings but can be free typed. By default, it is not possible to enter a date in the past but ‘Allow historical dates’ can be enabled in the System Settings. Note: this is the date that will be used for budget checking purposes.
Delivery Date: this can be auto populated with today’s date 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: templates are based on Sage Stock Items and depending on User Type permissions, can be created/accessed by the User from a 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, required approver 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.
Call Off: call off orders can be created for Free Text lines only. This will switch the value and quantity fields around on the screen to enable calling off orders by value rather than quantities. See ‘Call Off/Service Orders’ for further details.
Strategic Purchase/Send to Directors/All User to Approve: these fields have been configured in the system settings (System Setup – System Settings – Approval tab) but can be relabelled/disabled as required. They relate to Custom Mandatory Approval Routes (which are used in addition to the standard functionality of nominal code/requesting User/value bands/projects) but in a scenario when a User needs to send a particular Requisition to another approver based on these options.
For example, in the scenario below: If a Requisition was <£10,000 it could be approved by Sarah Smith but if the requester ticked the ‘Strategic Purchase’ box on the Requisition header, it would also have to be approved by Henry Hooper, irrespective of value.
1.1. Adding a Free Text Line
Select Add a Free Text line and complete as required. Note: certain fields/boxes may not be visible as below, depending on the System Setup.
Item Details: free text box, enter the description of the item/s as required.
Quantity: free text box, enter the quantity required.
Unit Price (£): free text box, enter the price per unit of the item/s being purchased.
Buying Price Unit: free text box, enter description of the item being requested; e.g. box of 12, pack of 6.
Delivery Date: this will pull through the delivery date as selected on the front page, but can be overridden if required. This is particularly useful if you are expecting staggered delivery (not goods receiving) and/or part invoicing.
Tax Code: the default standard tax rate will be pulled through from how the Sage Company has been configured in Sage Connections but this can be overridden if required.
Discount Percent: if applicable, enter a discount percentage to apply to this line.
This tab will only appear if Sicon Job Costing, Sage Project Accounting or WAP Projects has been configured as the Costing Module. If the Requisition is linked to a Job/Project, select the correct Job/Project and Job Header/Project Item from the drop down menus. Note: if phases and stages are used in the job/project structure, these will also be available for selection and we would recommend using the Tree option to ensure the correct header/item is selected with the correct phase/stage.
If a User has ‘Access all Jobs/Projects’ ticked on their User profile, all live Jobs/Projects will appear in the dropdown list. Alternatively, Users can be given access to specific Jobs/Projects and to specific Job Headers/Project Items (see WAP User Setup Help and User Guide).
Headers/Project Items (see WAP User Setup Help and User Guide).
If a Job/Project and Job Header/Project Item have been entered, a system setting can be enabled to automatically populate the nominal code from the costing module. If a costing module is not integrated with WAP, the User will need to select a nominal code for this line item. Nominal codes can be searched for by typing either account number or name.Users can either be given ‘Access to all Nominals’ on their user profile, but we recommend the dropdown is limited for selection by allocating access to nominals per user.
The approval route tab will display the route configured for this line item. Note: if a user has permission to ‘Create ad-hoc Approval Routes’ (only recommended for Finance/Admin users) they will be able to edit the route, otherwise they can just view for their reference.
Save: click to Save the order line to the Requisition. Once saved, the free text line details box remains on the screen ready to add further lines if required; depending on System Settings, the selected job and nominal will remain.
Close: when no further lines are required on the order, click Close to return to the Requisition header page.
1.2. Adding a Stock Item Line
Stock items pull 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.
The Project, Nominal and Approval tabs operate in the same way as with Free Text Line entry.
1.3. Adding a Comment Line
Any additional comments you need to appear on the Requisition as a line item can be added here and can be marked to show on the PO if required. By default the comment will not be set to appear on supplier documents.
1.4. Adding a Charge Line
When adding a charge line, the charge codes available are pulled through from Sage 200 (as configured in POP – POP Maintenance – Additional Charges). Select the appropriate charge code and the corresponding name, value and nominal code will auto populate accordingly.
1.5. Line Values Tab
This tab will show a breakdown of the lines on the order with the Quantities, Unit Prices, Discount Percentages, Tax Rate and the Net value. These lines can be edited or deleted if needed, depending on User Type permissions.
1.6. Line 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 with individual line expected delivery dates as entered. Again, lines can be edited or deleted if needed, depending on User Type permissions. As the Requisition progresses, (i.e. has its goods received and is invoiced), these figures will be automatically updated.
1.7. Line Budget Tab
If budget checking has been enabled (System Setup – System Settings – Budgets) , and depending on Display settings (System Setup – System Settings – Requisitions tab) budget information will be populated on the budget tab on the item line. Double click on the budget to see the drilldown.
1.8. Line Authorisation Tab
Once the Requisition has been submitted these lines will get populated to show who is needed to approve the lines and the status of the document. The document will not be fully approved until all lines have been approved. Clicking Restart will cause the line to be sent back to the beginning of the approval route; i.e. if a new approval route is built while a document is part way through the approval route, the lines would need to be reset to pick up the new approval route.
1.9. Line Project Tab
When Sicon Job Costing, Sage Project Accounting or WAP projects are integrated, and the line linked to a Job/Project, the details will be displayed here.
1.10. Delivery and Invoicing
Supplier Address: this will be auto populated from the Sage PL Account once a Supplier has been selected.
Supplier Contact: this will be auto populated from the Sage PL Account default contact. This will usually be a finance contact, not necessarily a purchasing contact. To create a Purchase contact, create a role titled ‘SendPLOrderTo’ (Accounting System Manager – Settings – Customer and Supplier Roles) and then add contact details linked to this role on the Sage PL Supplier Account/Contacts. WAP will then pick up this contact linked to the SendPLOrderTo role.
Deliver To: this address must be populated before lines can be added to a Requisition and can be auto populated by linking a default delivery address to each User (User Setup – User – Company Access). The WAP addresses are added in the System Settings – Delivery Addresses. Depending on permissions on the User Company Access tab, different WAP addresses can be selected or alternatively, depending on system settings, a Supplier/Customer/Project/Free Text Address can be populated. 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 must be populated before lines can be added to a Requisition and can be auto populated by linking a default invoice address to each User (User Setup – User – Company Access). The WAP addresses are added in the System Settings – Delivery Addresses. Depending on permissions on the User Company Access tab, different WAP addresses can be selected for Invoice To but the majority of customers would not allow their users to change this.
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: analysis codes set up and configured in Sage POP – POP Maintenance – Maintain Analysis Codes, will be drawn through to select. To make these mandatory and appear in grids, configure in System Setup – System Settings – Requisitions tab – Analysis Codes tab.
1.11. Justification Tab
This tab is used to provide a narrative and add file attachments to clarify/support why the items have been requested and is for internal user only ie. This information/attachments will not post through to Sage and will not appear on the PO.
Requested By: this is auto populated with the User’s name but if you have employee/s who can enter a Requisition on someone else behalf, this can be changed to a different User if they have the appropriate permissions (User Setup – Users – Account Options). Note: if routing is based on Requesting User, the system will pick up the user selected here.
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 – a yellow post-it note icon will appear in the Flag column in the Requisition summary grid tables and on the User’s Requisition Approval grid page.
Attachments: supporting documents can be uploaded and attached to the Requisition using the Browse and Upload buttons – a single paperclip icon will appear in the Flag column in the Requisition summary grid tables and on the User’s Requisition Approval grid page (two paperclips will show for multiple attachments).
1.12. 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 be displayed i.e. not comment lines.
2. Call Off / Service Requisitions
Call off orders will allow Free Text Line orders to be goods received/called off by value rather than quantity by automatically switching the value and quantity fields around. Ensure ‘Enable Call off requisitions’ is enabled/ticked (System Setup – System Settings – Requisitions – Functionality).
There are three settings related to ‘Call Off’ orders. The first determines whether ‘Call Off’ orders are enabled in the system, the second determines a custom label to use for these orders, and the third setting determines whether requisitions are ‘Call off’ orders by default.
If call off orders are enabled in system a check box is shown on the order header, with the custom label for call off orders that is entered in settings. If the requisitions are call off orders by default setting is enabled, this will be selected automatically and can be unchecked.
If the call off order check box is selected, and a free text line is added. The Unit Price and Quantity field labels will be swapped, and the Unit Price field will be disabled and locked to 1.
Note: There should not be a mixture of stock and free text lines on a call off order. This is because the Unit Price and Quantity columns are also swapped in the requisition lines grid to match the free text entry page
When receiving a call off order, the Quantity field has been updated to show Price instead of Quantity.
Note: Standard and ‘Call Off’ orders can’t be mixed on the same goods received note
Within Sage POP, the free text line maintenance has been amended in the same way to switch the quantity and unit price fields around for call off orders. The unit price field will be hidden and locked to 1 in the same way as the WAP system.
If the Sicon WAP Addon pack is installed in Sage 200, and the Sage PO was created from an approved Requisition in WAP, an additional tab will show on the item line called WAP Order where it will show if this is a Call Off order.
3. Existing Requisitions
Select Existing Requisitions from the side menu to display the requisitions under various tab headings.
New: Requisitions that have been saved but not yet submitted for approval.
Submitted: Requisitions that have been submitted and are awaiting approval. By hovering over the blue information icon, the lines will be displayed and who they are waiting for approval with.
Approved: Requisitions that have been approved, a Sage POP Order Number allocated and the order is ready to be sent to the supplier. Once emailed, an envelope icon will appear and if printed, a printer icon will be visible.
Rejected: Requisitions that have been rejected during the approval process will be listed under this tab. It is up to the Requester to either delete this Requisition or edit and resubmit for approval.
Completed: Requisitions that have been goods received and invoiced.
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 since the Requisition was submitted 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 or accessing the Sage Event Viewer.
Archived: Requisitions that have been completed and archived.
3.1. View Requsitions
Users who have the User Type permission ‘View All Requisitions’ will see all requisitions in the Company while Users who have the User Type permission ‘View Requisitions’ will see their own requisitions and those raised by their colleagues who are listed in the same Business Unit/s as themselves.
There are two options to search for an existing Requisition.
Search options: use these search options to filter the existing Requisitions that will appear in the grid above. If the User has permission to View All Requisitions, results will include all as per the filter selected. If a User has permission to View Requisitions, results will include all of their own requisitions and also those raised by users that they have delegate access to.
Quick Links: click Refresh Requests to update the grid and retrieve the most recent Requisitions. There are also specific links as appropriate. It is also possible to archive Requisitions from here and to export the current list of Requisitions to Excel.
3.2. View Requisitions raised by Colleagues
Users who have the User Type permission ‘View Requisitions’ will see their own requisitions and those raised by their colleagues who are listed in the same Business Unit/s as themselves.
Use the Quick Links to view ‘Requests raised by my business unit’.
3.3. Edit Existing Requisition
Depending on User Type permissions, a Requisition can be edited by clicking Edit on each Requisition line up to the point of Goods Receiving. However, this can be changed to only being able to Edit up to the Point of Approval by disabling the User Type Permission ‘Amend Requisitions Posted to Sage’ ie. a PO has been created in Sage Purchase Order Processing.
3.4. Delete 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 to advise them if the Delete button is clicked.
3.5. 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.
3.6. 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.
4. Templates (Sage 200 Stock)
If using Sage Stock within Sage 200 it is possible to create templates in WAP that can be used for repeat stock requisitions/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’.
Any templates previously created will show here and can be edited, or new templates can be created.
4.1. New Templates
To create a new stock template, click New Template to open the screen below.
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 and can either be selected individually or by ticking ‘Auto Add Items with Quantities’ and editing the Quantity accordingly, the complete list will be added to the template once Saved.
Once the template is complete, select Save to store and be available when raising a new Requisition However, from the template you could select Generate which will to create a purchase Requisition based on this template (will not be automatically submitted for approval but opened so any edits can be made if required) or Generate and Submit for Approval which will create a purchase Requisition and submit it for approval, based on pre-existing approval routes or Update all items to use Preferred Supplier where 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.
4.2. Editing Existing Templates
Once a template has been created it is possible to edit by clicking the Edit button in order that existing lines can be edited or deleted as required, or new lines added.
4.3. Creating a Requisition from a Template
If a User has permission to Generate a Template, they will have the option to create a new Requisition using the template on the New Requisition screen.
Select the required Template from the dropdown selection and then click Create. Edit the Delivery Date if necessary and then select Generate which will to create a purchase Requisition based on this template (will not be automatically submitted for approval but opened so any edits can be made if required) or Generate and Submit for Approval which will create a purchase Requisition and submit it for approval, based on pre-existing approval routes.
5. Approve Requisitions
Select Approve Requisitions from the side menu or alternatively access this page through the hyperlink in the notifications table on the User’s homepage.
All Requisitions waiting for the User to approve will be listed; click on the arrow to expand the Requisition line details. Note: only lines which are for this user to approve will be visible on this page. Additional information can be viewed regarding the Requisition by looking at the Attachments, Notes, Budgets, Analysis Codes and Approval History tabs.
Each line can be approved individually or all items can be approved by clicking the Approve All button.
If the User has the User Type permission ‘Use Approve Selected option on approval pages’ which applies to all modules, they could select multiple Requisitions and approve them together without opening each requisition. We advise this for Finance and Senior Management users only.
Once approved, the Requisition will move through the route until approved by a user with appropriate delegated authority/value at which point a Purchase Order number is generated and a Purchase Order created.
However, if the Approver wishes to view the original Requisition, select View Order Details.
There could be lines on the Requisition that are for different nominal codes or projects which are waiting for other Users to approve and therefore all items that the User viewing needs to approve are highlighted; green if within budget, red if over budget. Depending on the User Type permissions, lines may be edited. Note: 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 to the Requisition are saved and the document will be submitted for approve. Use this in conjunction with Reset 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, an alternative Supplier selected if required and the option to copy the line prices. The Requisition can then either be Saved or Saved & Submitted.
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.
Show Related Business Cases: if the Requisition was created from an approved Business Case, this will show that original business case.
Reset All: if a document has been submitted for approval, clicking this will reset all the lines back to the start of the approval route/s. This can be used if a change was made to the Requisition.
Show Goods Received: a Goods Received Note will pop up to show any goods received quantities.
Approve Lines: order lines can be approved from this screen without the approver needing to return to the Approve Requisitions menu.
Reject Lines: 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.
6. Reject Requisitions
If an Approver wishes to reject a line or all lines, they select Reject or Reject All.
The system will then require a reason to be given before selecting Reject.
The original Requestor will be sent a notification and the Requisition will sit under the Rejected Tab on their Existing Requisitions page. Note: if several lines are approved but at least one is rejected, the document will still sit under the Rejected Tab and the options for the Requester are as follows:
- Delete the Requisition (depending on User Type permissions)
- Edit the Requisition, select the Authorisation tab and delete the Rejected Line/s. As the remaining lines are Authorised, the Requisition will be fully approved and a PO created.
- Edit the Requisition, select the Authorisation tab and edit the rejected line (1). Note: a change must be made to the line for the system to be able to send back for approval. Once the line has been edited, and we would also advise adding notes to the justification tab to advise the approver (2), select Restart (3) and Save and Submit (4).
7. Printing and Emailing Purchase Orders
Once a Requisition has been approved, it will have a PO Number and 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 (for selection and linking of PO layout reports see section on Purchase Order Layouts) Note: as the Print PO preview screen is a ‘pop up’ it is essential the Sicon WAP website is added to the list of ‘allow pop-ups from specific websites’.
The PO can be printed directly to a network printer, exported as a PDF document or emailed directly to the supplier by clicking on the ‘Click here for email options’ banner. The email text can be pre-configured within System Setup – Sage Connections – Company Details – Purchase Orders tab to auto populate to include contact name/company, the PO number and User who raised the Requisition. The user will still be able to add/edit text to that header at the point of emailing the PO if required. Note: the Supplier Contact will pull through from the Requisition Invoice and Delivery tab but can be changed here as required.
Once a Requisition has been emailed to the supplier, an envelope icon will appear on the Requisition under Existing Requisitions; if printed, a printer icon will appear.
7.1. Purchase Order Layouts
PO Layouts are stored within the system settings Reports – Add/Edit Reports – Requisitions tab. At install, a selection of layouts is included and can be previewed by zooming in on the .pdf image. To rename a report select Edit but to change/alter the layout, select Design.
NOTE: THE REPORTS ARE DESIGNED USING DEVEXPRESS AND WE STRONGLY ADVISE ONLY EXPERIENCED REPORT WRITERS MAKE CHANGES TO THE DESIGN LAYOUT. PLEASE ENSURE A BACKUP IS TAKEN BEFORE ANY CHANGES ARE MADE BY EXPORTING THE LAYOUT AS AN .XML FILE. ANY ISSUES RESULTING FROM MAKING CHANGES MAY INCUR CHARGEABLE CONSULTANCY TO RESOLVE.
Up to two layouts can be used per Sage Company and these are uploaded in Sage Connections – Company Details – Purchase Orders – Purchase Order Report. Note: Within Sage Connections – Company Details – Purchase Orders there is also the option to upload Terms and Conditions text to print out on an additional page but the majority of companies will now prefer to include some standard text on the PO layout eg For Full Terms and Conditions please contact xxxx or see www.xxxxxx.co.uk. However, if the text is to be included/printed, there is the option to print them landscape.
The company logo to display should be uploaded as a .gif or .jpg file.
Sage Layouts File Path: please note it is not possible for new customers/sites to upload layouts from Sage – this setting is for legacy customers only.
8. Goods Received
Depending on User Type permissions a user will be able to confirm goods or services have been received against a PO which was raised from a requisition in the WAP system; this will then update the quantities on the Sage PO in Sage POP. From the side menu bar select Goods Received.
8.1. Receiving Goods / Services
This list displayed can be filtered by Approved Suppliers (if enabled), by Supplier, by Job/Project, by Purchase Order Number and by User / Business Unit / all orders (depending on User Type permissions). There are also filter boxes on each column heading.
Select the order or orders (multiple orders can be received against a single supplier) and then click Receive at the bottom of the page.
The Supplier Document number is a mandatory field and can either be the delivery note number or if this is not applicable, agree the required text for all users to enter, e.g. their initials and the date. If required, additional information can be recorded in the Narrative field. Enter the quantity to be received or select Receive All to auto populate all lines with the outstanding order line quantities.
If a part delivery has been received, the remaining items will stay on the PO as to be received at a later date and the document will stay as an approved requisition and live PO in Sage until all items are delivered. At each additional delivery, goods receive the appropriate quantity.
Goods received documents can be uploaded by clicking Attach Goods Received Note and then browsing and uploading a scanned or saved file. The document can then be viewed in Sage POP by Sage users with a DMS View licence by clicking on ‘View Document’ when viewing the Delivery History of the order line. The document can also be viewed on the Sage Amend Goods Received screen or by using the Search functionality within the Sicon DMS menu in Sage.
If lines on the requisition have different confirmation intents set (as configured in Sage), these lines must be receipted separately; this is done to ensure that all goods receipts are posted correctly through to Sage. If lines have different confirmation intents; i.e. if there is a stock line and a free text line with confirmation not required, the below message will be shown.
8.2. Receiving Batch/Serial Number Goods
To goods receive stock items which belong to a product group where ‘Items use Batch or Serial Numbers’, an option will appear to select the Batch/Serial field. Click the arrow to expand the line and enter the Batch or Serial number and the appropriate quantity. If each item needs a separate batch or serial number, click the Add new Batch/Serial button. Once all lines have had allocated serial numbers, click Save.
8.3. Amend Good Received
If an error has been made when goods receiving, the option to Amend Goods Reived will allow users to change the quantity received. Note; this option will not be possible if a user has marked a receipt as ‘Final Receipt’. Find the correct order using the filter options in the header and click Edit.
In the below example the original quantity received was 2 but on checking the delivery it was found to be 3. The amended received is changed to 3 and saved; this will then update the PO in Sage to show the correct quantity.
8.4. Final Receipts
If an order has been part goods received and it is known that outstanding quantities will not be received, tick the ‘This is the final receipt’ button; this will then update the PO in WAP and Sage to reflect the order quantity to be the same as the goods received quantity. N.B. if this is done it will mean the order can no longer be edited or the goods received quantity amended so should therefore be used with caution.
In the below example the original order was for 10, 8 are being final goods receipted so this will change the order in WAP and Sage to be for 8. This means that when an invoice is entered for 8, the order will then move to Complete. If the remaining 2 were to be delivered at a later date, they cannot be goods received on this order so a new PO would need to be raised and approved and then the additional 2 goods received against this new order.
WAP 17.583.0.231 onwards
An entry will be added into the order’s approval history tab to show whether the goods receipt was a final receipt which amended the order.
Final receipting at zero quantity
WAP 17.584.0.235 onwards
If a final goods receipt leads to an order with no lines having a quantity greater than zero, the order will be deleted in WAP and cancelled in Sage. So in the example below one desk was ordered but the order cannot be fulfilled so the user final receipts this line at zero; this will then cancel the order which then moves it to Complete in both WAP and Sage.
The order can be found in WAP by using the search filters and including deleted orders. Within this order it is possible to then view deleted lines and use the Approval History tab to see the user that goods receipted the order which then caused it to be deleted and completed in WAP and Sage.
Select Reports from the Requisitions side menu.
All Order Lines: report to show a breakdown of all Requisitions/orders, their approval status and approval history.
Outstanding Orders: report to show orders which have goods and/or services which are yet to be received.
Goods received not invoiced report: report to show all orders which have had goods and/or services received but have not yet been invoiced.
Data can be filtered by Date range, by Database, by document Header Status, by document Line Status and depending on User Type Permissions, by Delegate/Business Unit/All Users. The highly configurable reports can be customised to your User’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 once the report has been run). If required, the reports can also be exported to Excel or to a .pdf document. Note: as the reports are Cookie based to allow for this customisation, you will need to ensure the browser settings allow Cookies from the WAP website to retain a customised report.
10. Project Requisition / Business Cases
Raising a Business Case allows a user to create a ‘shopping list’ of items/goods/services that they require where they do not know the supplier or price. Business cases will then require approval from a member of the Procurement Team who would add in prices and suppliers; once all lines have been completed and approved, the business case will become a requisition that will follow the appropriate requisition approval route configured. Once the requisition is approved this will become a PO ready to send to the Supplier and will post through to Sage.
10.1. Project Requisition Approval Options
Approval routes can be configured based on requesting user; it may be that only one default approval route needs creating that will work for all project requisitions; i.e. any project requisition submitted, regardless of the user that enters it, will go to the Procurement Team for approval. When building the route either the User List or User Type option may be used to allow for this -please refer to the Sicon WAP Approval Guide.
10.2. Project Requisition User Type Permissions
Permissions for whether a user is able to submit, approve or view all project requisitions are set at a User Type level – please refer to the Sicon WAP User Guide.
10.3. Project Requisition User Approval Values
Project requisition approvers will need an approval value set against their user profile to be able to fully approve a project requisition. Members of the Procurement Team should be given unlimited Project Requisition approval value to ensure that all project requisitions can be signed off. N.B. this approval is separate to Requisition approval values; i.e. a procurement team member may approve project requisitions but not requisitions. Please refer to the Sicon WAP User Guide.
10.4. Submitting a Business Case
Select New Business Case from the side menu bar within the Requisitions menu. Once the Business Case has been completed, the user can Save Only (the document will remain under the New tab on Existing Business Cases to complete/submit later) or Save & Submit (the document will begin the approval process and sit under the Submitted tab on Existing Business Cases).
Company: if the user has access to more than one Sage company they will be able to change using the drop down box, if there is only one company, this will be selected and the box greyed out.
Document Date: this date can be forward dated but cannot be in the past. The date will default to the current date.
Urgent: if the project requisition is for an urgent item, this box can be ticked which will then send emails to approvers immediately, rather than using the default email notification threads. The urgent reason will appear on the Approval History tab and be visible to approvers.
Add Stock Item Line: select a product group, stock item and warehouse from the drop down options available. If a costing module is configured a Job and Job Header will need to be selected which will default the nominal account. If no costing module is configured the nominal code will be pulled through from the code set against the stock item. If a unit price is known this can be entered here but can be left blank if not; a quantity will be required. The tax code will be pulled through from how it has been configured on the stock item and the delivery date will use the document date although this can be changed. If the user has the User Type permission to enter a Supplier, this can be selected here but can be left blank if this is to be entered later by the Procurement Team. Click the Add Stock Item or Free Text Line button to keep on adding more items.
Add Free Text Line: enter a description of the item required and choose a nominal code to allocate this item to; the codes displayed here will be the nominal codes assigned to the user for entering requisitions against. If a costing module is configured a Job and Job Header will need to be selected which will default the nominal account. If a unit price is known this can be entered here but can be left blank if not; a quantity will be required. The tax code and delivery date can be overridden if required. If the user has the User Type permission to enter a Supplier, this can be selected here but can be left blank if this is to be entered later by the Procurement Team. Click the Add Stock Item or Free Text Line button to keep on adding more items.
Delivery & Invoicing Tab: default delivery and invoice addresses will pull through as configured for the user on their company access tab, but can be changed if the user has permission to do so. Any analysis codes configured will be visible on this tab also.
Justification Tab: similar to with requisitions, the user can add any notes or attachments to assist with getting the items approved. These notes will only be visible during approval and will not post through to the Supplier or to Sage.
Approval History Tab: this tab will get populated once the item has been submitted for approval with who approved when. The urgent reason will also display here if applicable.
10.5. Existing Business Cases
Select Existing Business Cases from the side menu to display the business cases under various tab headings.
New: Business cases that have been saved but not yet submitted for approval.
Submitted: Business cases that have been submitted and are awaiting approval. By hovering over the blur information icon, the lines will display and show who they are awaiting approval from.
Approved: once a business case has been approved and turned into a requisition it will move through to this tab.
All other tabs are not currently used with Business Cases.
10.6. View Business Cases
Users who have the User Type permission ‘View All Project Requisitions’ will see all business cases in the company while users with the User Type permission ‘View Project Requisitions’ will see only their own business cases or those raised by their colleagues who are listed in the same Business Unit(s) as themselves.
There are two options to search for an existing Business Case.
Search options: use these search options to filter the existing Business Cases that will appear in the grid above. If the user has permission to View All Business Cases, results will include all as per the filter selected. If a user has permission to View Business Cases, their results will include all of their own business cases and also those raised by users they have delegate access to.
Quick Links: click Refresh Requests to update the grid and retrieve the most recent business cases. There are also specific links which can be used as appropriate, or export the current selection to Excel.
10.7. Edit Existing Business Case
A user is able to edit and make changes to a business case up until it is approved; find the business case, click Edit, make the required changes and Submit for approval again. Once it has been approved, the user is unable to make any amendments.
10.8. Delete Existing Business Case
If a user has permission to delete a requisition, they will be able to delete a business case once it has been saved. If the user does not have permission, they will see a message advising this if the delete button is clicked.
10.9. Approve Business Case
Select Approve Business Case from the side menu or alternatively access this page through the Approve hyperlinks on the user’s homepage.
All business cases waiting for the user to approve will be listed; click on the arrow to expand the business case line details. Additional information can be viewed by looking through the Attachments, Notes, Budgets and Approval History tabs.
All lines must have a price and supplier allocated before the business case can be approved. Once the business case has been completed and approved, it will move to become an existing requisition submitted by the same user that submitted the business case. For the user who submitted the business case, this will show in the Approved tab under Existing Business Case and they’ll also see either one or multiple requisitions under the Submitted tab, depending on whether there was one or multiple suppliers allocated on the business case. If this user has a self-approval value, this will be taken into account when the requisition is created.
11. Approved Suppliers (Sage 200 Only)
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.
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.
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.
Within WAP, when raising a New Requisition, the Supplier can then be selected based on All Suppliers, Approved Suppliers or by Approved Suppliers category.
If required, Approved Suppliers can be enforced by enabling/disabling the Supplier Filter options within Systems Setup – System Settings – Requisitions – Display.
12. Requisition System Settings
System Settings relating to the Purchase Requisition module are accessed in System Settings – Requisitions.
12.1. General - Display
Show ‘Additional Reference’ field: an additional field will show on the requisition header which can be free text populated as required and this column will also show on the Existing Requisitions page.
‘Additional Reference’ field label: the additional field can be renamed as required.
Concatenate ‘Additional Reference’ and ‘PO Number’: this setting relates to legacy customers only.
Hide Unit Price column: this setting relates to legacy customers only.
Hide Waiting For user name column: this setting relates to legacy customers only.
Hide Budget Column: this setting relates to legacy customers only.
Hide Project Budget Column: this setting relates to legacy customers only.
Hide Supplier Currency information: this setting relates to legacy customers only.
Hide Tax Information: this setting relates to legacy customers only.
Hide ‘Requisition Number’ from all screens: this setting will hide requisition IDs from existing and approval screens.
Hide ‘Discount Percent’ from free text line entry: this setting will hide the option for users to enter a discount percentage on a free text line.
Hide Tax Code from free text line entry: this option will hide the tax code selection box on the free text entry screen. If hidden, the standard tax rate as configured against the company in Sage Connections will be used.
Show Buying Unit on free text line entry: this option will show the buying unit free text field on a free text line for users to provide detail as required; i.e. to say it was a Pack of 6 or Box of 12 being ordered.
Show Delivery Date on free text line entry: this setting can be used to hide the delivery date on a free text line if there should only be one delivery date per requisition.
Hide ‘Discount Percent’ from Stock Line Entry: this setting will hide the discount percent field on a stock line entry.
Hide ‘Tax Code’ from stock line entry: if required, this setting can be used to hide the tax code when entering a stock line.
Hide ‘Nominal Account’ from stock line entry: this setting can hide the nominal account selection box when adding a stock line entry. If hidden, the default nominal code on the stock item will be used.
Hide ‘Delivery Date’ on stock item entry: this setting can hide the delivery date on a stock item entry line so only the delivery date on the requisition header will be used.
Remove supplier stock filter when entering stock item: this setting will remove the option to filter items by supplier when entering a stock line. If hidden, all stock items for the relevant product group will be shown.
Remove ‘All Suppliers’ option: this setting will stop all suppliers being available to select from when raising a requisition and only suppliers marked as approved in Sage can be chosen from.
Remove ‘Approved Suppliers’ option: this setting will remove the option to see approved suppliers when choosing from the supplier list so all suppliers in Sage will be visible.
12.2. General - Functionality
Allow out of hours orders: if enabled, out of hours requisitions can be raised that will post straight to Sage and create a PO number but will need to be approved retrospectively.
Enable ‘Free Text’ line entry: untick this option if users should not have the ability to enter free text lines.
Enable ‘Stock Item’ line entry: untick this option if users should not have the ability to enter stock item line requests.
Enable ‘Comment’ line entry: untick this option to stop users from being able to enter comment lines.
Enable ‘Additional Charge’ line entry: if additional charges are not being used in Sage, untick this box so users cannot see charges to enter. It may be that postage should be added as a free text line.
Auto populate Order Date with current date: by default this setting will be on but can be unticked if users should select the required order date.
Auto populate Delivery Date with current date: untick this setting if users should be forced to select an appropriate delivery date rather than the date automatically populating with the current date.
Automatically post to Sage when raising a requisition: this setting should only be used where a PO can be created and a PO number raised before the Requisition is approved. This is not a commonly used setting.
Allow Requisitions to be submitted without a Supplier: this setting will allow users to enter lines without selecting a supplier; a supplier must be selected prior to the requisition posting through to Sage.
Auto populate supplier from stock item preferred supplier (if no supplier set): this setting would be used in conjunction with the setting above so when a stock item is selected, the preferred supplier will populate the supplier field on the requisition header page.
Use supplier Price breaks (Enhancement pack required): if Enhancement pack is configured in Sage and a stock item has been configured to use supplier price breaks, these can be read by WAP.
Allow Requisitions to be saved without lines added: by default if a requisition is added with no lines, the system will prompt whether users want to save the requisition but if this shouldn’t be possible, this setting can be configured so.
Value to use for Document Date when posting Requisitions: this can either be set to use the Requisition Document Date or the Current Date, i.e. when it is approved and posts to Sage.
Allow Past dates on Requisition Entry: by default the system won’t allow requisitions to be raised in the past, but if this is required, this box can be ticked.
Maximum Number of lines on a requisition: by default this is configured to allow no more than 200 lines on a requisition but this can be amended accordingly to match company requirements.
Disable submitting of over budget Requisitions: if required, users can be prevented from saving a requisition if the line has a nominal or project that is over budget. This can cause users to select other nominal codes/projects that are within budget but may not be the correct one.
Select Stock Item Default Nominal Account when a Stock Item has been selected: if selected, the nominal code will be populated from the stock item selected rather than the user having to select manually.
Allow amendment of Discount Percent on Requisition Entry: this will allow users to make changes to any discount percent against the item.
Stock Item Pricing Mode: select from the drop down list the appropriate stock item pricing mode; by default, this will be configured as set on supplier.
Use Warehouse Nominal Account Override: if configured, the nominal cost centre or department can be overridden based on the warehouse selected on the stock item line.
Enable Document Number Prefix: this setting can allow a prefix to the PO number; the prefix is pulled from Sage Connections against the specific company.
Enable Free Text Delivery Addresses: this option will allow users to free type a delivery address on a requisition; this usually not recommended and the preferred option would be for users to select an address from a drop down box.
Enable Supplier Delivery Addresses: this option allows for users to select the supplier’s address as configured in Sage.
Enable Project Delivery Addresses: if a costing module is configured, addresses from projects can be selected.
Enable Customer Delivery Addresses: if applicable, the customer’s address from the costing module project can be selected.
Disable Nominal Selection when a project is selected: if enabled, the nominal code will pull through from the Job Header/Project Item on the requisition line instead of the user having to select the nominal code.
Retain Line Information on Save: with this ticked information such as the nominal code or job will be held when the line is saved. This can speed up for users who input requisitions with lots of lines where the nominal code may not be changed.
Use Order Delivery Date for Stock Items rather than Stock Item Lead Time for Requested Delivery Date: by default, if a stock item has a lead time set against it in Sage, the line delivery date will be changed to reflect this. If this setting is configured, the line delivery date will remain as the delivery date set on the order header page.
Use ‘Standard’ Tax rate only: if applicable, this setting can be configured so only the standard tax rate is used.
No default tax rate on new orders: if enabled, users will need to select the appropriate tax rate for that line on the requisition. If disabled, the default standard tax rate will be pulled through from how the Sage Company has been configured in Sage Connections.
Automatically Load Existing Orders on Page Load: by default this will be on and if a user clicks on Existing Requisitions, orders they have raised will be loaded automatically. If this is causing speed issues, this can be turned off to force users to search for specific orders.
Allow confidential requisitions: if enabled, a check box will appear on the requisition header page for the user to flag the requisition as confidential. This means the requisition will only be seen by the requester, required approver and any users with the View All Requisitions User Type permission.
Enable ‘Call off’ requisitions: if enabled, a check box will appear on the requisition header page for the user to flag the requisition as a call off/service type order.
‘Call off’ requisitions label: the call off label can be renamed as required.
Requisitions are ‘Call off’ requisitions by default: if all or the majority of orders are call off orders, this box can be ticked. Users are still able to untick the box if a non-call off order is to be raised.
12.3. General - Goods Received
Enable Receive All button on Goods Received: if enabled, a Receive All option on the goods received process will automatically populate the quantity to be received from the outstanding quantity values.
Allow over receipt of goods: if a customer requirement, users can be allowed to over receipt goods.
Goods Received Reference Source: the reference recorded in Sage can either be the Goods Received Supplier Document Number (Reference), the WAP Username or both.
Enable editing Free Text line description when partially received/invoiced: if allowed, free text line descriptions can be edited when the line has been partly goods received and invoiced.
12.4. General - Order Templates
Auto Populate Delivery Date: if ticked, the delivery date will auto populate to the current date. If unticked, the user must select a specified delivery date.
Override Warehouses bases on User: the warehouse selected on templates can be defaulted to that set per User (User Setup – Warehouses).
Enable All Supplier Stock Items Template: if enabled, this template will be available to users when raising a stock requisition.
Enable User Order Template Allocation: if enabled, multiple templates can be created and users allocated access to them as required.
These are legacy settings to support old reports used prior to WAP version 11.
12.6. Analysis Codes
WAP Requisitions can pull through up to 20 Sage POP Analysis codes as required; these are configured in Sage Accounting System Manager and POP Maintenance. Selecting Default will populate the Requisition with the corresponding code from Sage POP. If the WAP settings are configured 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 on 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 they need to appear on the Existing Requisitions or Approve Requisitions grids in WAP, check the ‘Include in Grids’ option. If the code labelling needs to be changed to make it more user friendly, tick the custom label box and enter the new narrative as required.
It is also possible to populate the Sage POP Analysis Codes with particular WAP fields. Check which is the next free analysis code in Sage POP and then within WAP select from the drop down list available. In the example below, the POP Analysis Code 4 will be populated with the Requisitioner Name.