Purchase Request Consolidation

SOMAX often is asked how do I take multiple Purchase Requests and combine them into one. SOMAX has a function know as Consolidation to perform this process. A Purchase Request must be in the Status of Open for it to be Consolidated into another Purchase Request. 

The Base Purchase Request (the Purchase Request you are consolidating into) can be in Open or Awaiting Approval Status. Purchase Request Line Items can be Consolidated for Stock or Non Stock parts.

In many cases you may have multiple Purchase Request for parts that are for the same Vendor. SOMAX makes it easy to Consolidate these Purchase Request into one. The below scenario describes one such case for Purchase Request Consolidation.

In the below example two work orders have been created to replace bearings on conveyors. The Maintenance Technicians created Purchase Request for the bearings as Non Stock parts in order to be able to charge the parts directly to the Work Order.

The Purchase Request and Work Orders for this example are shown below:

Purchase Requests PR-24000029 and PR-24000030

Work Orders 24000117 and 24000118

Purchase Request Consolidation

In this example we are going to choose the Purchase Request PR-24000029 as the Base Purchase Request to Consolidate Purchase Request PR-24000030 into. This Purchase Request is in the Status of Await Approval. The Purchase Request Consolidation function takes the Line Items from one Purchase Request and Consolidates them into the Base Purchase Request (the Purchase Request you are consolidating into).

The Purchasing user has reviewed the recently added Purchase Request and noticed that two of the Purchase Request are using the same Vendor to order parts. In this case we happen to be using Non Stock parts for a Work Order but the Consolidation process is not limited to Non Stock Parts you can Consolidate Purchase Requests that have Stock Parts Line Items as well.

Consolidating Purchase Request

1. Select the Base Purchase Request (the Purchase Request you are consolidating into).
2. Select the Action Menu from the Purchase Request detail page.
3. Select Consolidate and a list of eligible Line Items will be displayed
4. Select the Checkbox on the Left of the Line Items you wish to Consolidate into your Base Purchase Request 
5. Select Process and acknowledge the Success message
6. The Line item is now Consolidated (Moved) into your Base Purchase Request and if you Consolidated (Move) all of the line items from that Purchase Request it will be in the Status of Consolidated.
7. The Work Order 24000117 is updated to Reference the Purchase Request PR-24000029 as the Line Item is now on the Purchase Request PR-24000029 and no longer on Purchase Request PR-24000030
8. The Purchase Request PR-24000029 can now be Approved and Converted into a Purchase Order. Once the Purchase Order is Received the Non Stock parts will be issued to the Work Orders