This article aims to guide you through the rules for sub ledgers when using Multi Entity on a purchase request.
If you are interested in creating a purchase request credit note without using multi entity, please refer to our Enter a purchase request article.
Purchase requests allow you to add on requests for purchasing in the future which will stay as purchase requests until they are converted to be purchase orders.
When you notice that stock or non-stock items need re-ordering, you can create a request for purchasing for these products. This is done using the Purchase Request transaction option from the Purchasing module.
The Purchase Request screen is identical to the purchase order entry screen apart from that you cannot set the Urgent flag on purchase requests. For more information on the screen and the functionality, please refer to enter a purchase order article.
For more information on how to convert purchase requests to purchase orders, please refer to converting purchase requests to orders article which is linked at the end of this article.
Important rules when using sub ledgers and or Multi Entity
When you use Sub Ledgers or Multi Entity and visit the Purchase Request screen for the first time, the Sub Ledger field is going to default to empty regardless of you having a sub ledger set up for the Purchase Ledger or if the user you are logged into Financials with is assigned a default purchase sub ledger in their security profile.
Once you have saved an order with a particular sub ledger, this sub ledger will be saved against your user as the user preference, so when you open the Purchase Request screen again, the sub ledger field will be prefilled for you with the previously used sub ledger record.
You can change the sub ledger manually and if you have selected a different sub ledger than on the previous request, then this newly selected sub ledger will be saved against your user preference.
Your selected sub ledger drives the defaults on the Purchase Request screen and the Categories will be prefiltered based on the sub leger you are working with.
When you use a supplier where you have assigned an analysis record that is assigned to a sub ledger but that sub ledger is different to the one you have last used on the purchase request, you must change the sub ledger to match the same sub ledger on the analysis record to avoid a validation error.
When you manually type over the default categories tied to the same sub ledger selected on the header, upon clicking Save on the transaction, you will encounter a validation error alerting you that the categories must align with those belonging to the same sub ledger specified on the header.
The project and cost centre that you selected on the Details section for an order are filtered based on the sub ledger you have used on the Header section of a request making it easier for you to select a record.
Example:
Your IT Department is getting low on laptops, and they need to be ordered in the next month or so. They can create a purchase request for the laptops they need.
To view all your purchase requests follow the steps below:
Click Purchasing then click Transactions.
Click Convert Requests.
Note: The purchase requests are displayed for all suppliers on the grid.
You are able to convert the purchase request into purchase orders which you can then process through the same way as you would any purchase orders.
For more information on how to convert purchase requests to purchase order, please refer to converting purchase requests to orders article.