Self Service Procurement

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    Ashok
    Active Requisitions in Fusion Self Service Procurement
    Topic posted September 14, 2018 by AshokBlack Diamond: 60,000+ Points, last edited September 14, 2018, tagged Create Requisition, How-To, Requisition Processing 
    57 Views, 1 Comment
    Title:
    Active Requisitions in Fusion Self Service Procurement
    Summary:
    Active Requisitions and their function in Self Service Procurement
    Content:

    Of late there have been a few occurrences where customers are asking support about a 'unique' occurrence in their Self Service Procurement flows. Let me save you the suspense and tell you this is not a 'unique' occurrence but a feature that the customers were not entirely aware of.

    Problem Statement:

    We got a request from Support suggesting that the customer was shopping and added a couple of items from the Catalog and when they added it to cart and reviewed their purchases, the system appeared to add those items to a past requisition. They were able to tell that this was an existing requisition because of the number that they recognized. Suspecting some issue with the system, a post was logged.

    Analysis:

    This is where the concept of an 'Active' requisition plays an active part. We informed the customers that the system chose to add items shopped to an existing requisition because that requisition was 'Active'.

    Now, what is an Active Requisition?

    Every time the user shops for an item and adds it to a shopping cart, an active requisition is born. This is a requisition that has just been created that is in status 'Incomplete'. If the user is not done shopping and wants to add more items, all additional items are also added to this requisition. Once the user reviews the requisition and saves it, it is no longer an 'Active' requisition because the shopping cart no longer contains the items he shopped for. It is now just a requisition in 'Incomplete' status that the user can come back to and submit at any time.

    See the difference? An 'Active' Requisition is by definition incomplete but not all incomplete requisitions are 'Active'. In fact, for a given requisitioning business unit, at any given point in time, there can exist only one 'Active' requisition.

    Is that it? What is the fuss about?

    Well, that's not entirely it. An 'Active' requisition identifies at any given point that requisition to which future shopping items can be added to. In some cases, the users are given an option to choose whether to add items to an active requisition or create a new one.

    For instance: If you are duplicating a requisition from Manage Requisitions, the system will provide you an option when you perform the duplicate action (I am sure you have noticed this) as to whether to save the lines on to an active requisition or create a new one. 

    Why? Well, because, the requester may decide that he wants the duplicate requisition to be on its own entirely and at that time, if the selection is to create a new requisition, then, that one becomes the 'active' requisition.

    Take another use case: If an approver edits a requisition from an approval notification, then that requisition becomes an active requisition until the approvers edits are complete and the requisition is submitted. In this case, if the approver user duplicates a requisition, you may have observed that the only option available is to add to the 'Active' requisition.

    So, as you can tell, the system attempts to figure out the current 'Active' requisition and uses that to drive functionality for the requesters with the objective of not proliferating the number of requisitions where it is not needed.

    Here's more:

    An active requisition is not limited to only those that are freshly created. Let's say a requisition was created previously and is now in 'Approved' status. If the requester withdraws said requisition, even in this case, the system will treat this requisition as active and any future shopping will result in those shopped items being added to this requisition. 

    NOTE: One of the customers that had posted an issue had this behavior above and when we explained it, understood the reason for them seeing an 'old' requisition that was previously approved supporting new shopping items.

    Similarly, if a buyer returns a requisition line and the requester edits it any further shopping will result in this returned requisition being the active requisition.

    Take a read and let me know if any of this is unclear or needs more detail. Happy to receive feedback and your ratings on whether or not these kind of articles are helpful.

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