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📄🎥 Requisitions

This article covers how to set up, create and process Requisitions in BackOffice. 

Overview

Requisitions offer the capability of creating a Purchase Order for a Store and also the ability to auto-send Purchase Orders.

Requisitions are used for re-ordering ingredients for Manufactured Products.

Requisitions will always use the Preferred Supplier, although if the Preferred Supplier is not selected the first Supplier will be used.

Prerequisites 

  • To access Requisitions Settings, the applicable Operator Privileges will need to be enabled:
    • Operator Maintenance 'Stock Control' Tab
      • All "Requisitions" Flags 
 

Setting up Requisitions


  • Bepoz can only be set up to use either the Requisitions or Replenish Stores Feature 
  • To access Requisition features, the "Use Requisitions" flag will need to be enabled within the  Global Settings "Flags" Tab   

  • In addition, there are a number of flags that relate to Requisitions which are detailed in the table below: 

 

  • Remember, after setting these flags, the Bepoz System will need to be restarted for them to take effect

     

Assigning Requisition Store Types

  • When Requisitioning Stock from Multiple Stocking locations, individual Products can be set to be sourced from different locations
  • These source locations can be set within  Global Settings "Other Names" Tab
  • Up to 8 Requisition Store Types can be setup
  • If using Manufactured Products then assign two (2) names to the Requisition Store Types
  • If only using normal Stocked Products then only one (1) Requisition Store Type is required

 

Allocating Store Types: Store Maintenance 

To assign the Requisition Store Types, follow the steps below after logging in to BackOffice: 
    1. From the System Setup menu, select Venue, Stores & Tills 
    2. Double-click the desired Store where Products will be restocked from 
    3. In the Store Maintenance window, select the Store Types Tab 
    4. Assign the Store/s that are required for the Requisition Store Types
    5. Select OK once completed 
  • Steps 2-5 will need to be repeated for the Manufacturing Store and the Selling Store 
    • The Manufacturing Store is where the Manufactured Products are made and will need to be Transferred out from
    • If the Venue does not have Manufactured Products – the Manufacturing Store does not need to be setup

Allocating Store Types: Product Maintenance

  • To assign the Requisition Store Types to Products, follow the steps below after logging in to BackOffice: 
    1. From the Maintenance menu, select Product 
    2. Double-click (or use the Edit Product Function) the desired Product will be allocated with a Store Type 
      • Both Manufactured and Non-Manufactured Products can be selected 
    3. In the Edit Product window, select the Product Settings Tab
    4. Using the Req Store Type drop-menu to select the desired Store Type  
    5. Select OK once completed

 

Creating a Requisition

  • To begin a new Requisition, first select the Stock Control menu in BackOffice and then Requisitions which will open a new window

 

  • To add a requisition, select the New Requisition button
  • A prompt window will appear

Blank Requisition
    • Will create a blank Requisition where Products will need to be manually added
Use Min/Max
    • Will create a Requisition on the Min/Max setting on the Products that have Min/Max assigned
From Sales
    • Will create a Requisition from Sales data
Creating a Blank Requisition
  • To create a blank Requisition, select the Blank Requisition button
  • This will open up a New Requisition Tab 

  • Select the Add Item button
  • A window prompt will appear with the Product List displaying
    • Select a Product that has already been setup for Requisition use

  • Another window will prompt to enter the Required order amount
    • Enter the Quantity Required

  • Follow the previous steps to enter additional Products
  • Select the Post Requisition button to finalise
  • The Requisition will now be in a Posted status
  • Do not Post a Requisition unless certain that the Requisition is completed as once posted the Requisition cannot be amended

Processing a Requisition

 

  • When a Requisition is in a Posted status, the line item for the Requisition will be displayed in a magenta colour

  • Select the Posted Requisition

  • Select the Edit/Accept button which will open a new Edit/Accept Requisition Tab

  • View the details for each Product by double-clicking on the desired line item

  • To process the Requisition select the Accept button

  • Select Yes to continue

  • The Requisition List screen will now display the Accepted Requisition in green

 

  • Select the Process All button to Process the Requisition/s

  • Select OK to proceed with Processing the Requisition which will now be successfully Posted

 

Stock transfer

  • Once Processed, the Requisition has now turned into a Transfer

  • Select Stock Transfer to view the Requisition Transfer

  • Double-click an item from the list which will open a new window

  • Post the Transfers by clicking on the Post Transfer button

 

Video Walkthrough

Requisitions Part 1

Requisitions Part 2