Consolidating Items for Purchase Requests

Users are allowed to add the same item multiple times to the same item list for a purchase request. Users must mention the preferred unit of measure, pack size, quantity cost, supplier, and delivery location for each item.

When the Consolidate Rows button is clicked, multiple instances of each item in the item list are validated. When an item with multiple instances is identified, the first instance of the item is considered for other instances based on the following details:

  • Supplier

  • Delivery Location

When a particular item’s second/any other instance in item list is selected with the same supplier and delivery location, then the line item is consolidated with its first instance line item. The following fields are consolidated from the second or later instances to the first instance of a particular item:

Field

Description

Item Name

For a valid consolidation, the row item is removed from item list provided with actual value for consolidation to other fields.

Unit

If the unit of measure selected on the second instance is same as that in the first instance, then no action required. Both unit of measures matches with each other.

  • If the unit of measure selected on second instance is different from the one that was selected on the first instance, then the unit of measure selected in first instance is considered as primary and the unit of measure in the second instance is ignored.

Pack Size

If the pack size mentioned in the second instance is same as the one that is mentioned in the first instance, then no action is required; both the pack sizes  match with each other.

  • If the pack size mentioned in second instance is not same as mentioned in the first instance, then the Quantity provided in the second instance must be converted to the pack size of first instance and must be added to Quantity mentioned in the first instance.

  • For example, consider first instance pack size(1) = 25 and QTY = 4, second instance pack size(2) = 1 and QTY(2) = 5, then after consolidation, the resulting pack size(1) = 25 (no change) and QTY(1) = 4.20. The calculation behind above conversion is, {QTY(2) * [pack size(2)/pack size (1)]} + QTY(1), that is, {5 * [1/25]} + 4 = 4.20.

Quantity

The quantity mentioned in second instance is added directly to the quantity mentioned in first instance provided that the pack size mentioned in both instances are equal.

Cost/UN

If the Cost/UN mentioned in second instance is same as that in first instance, then no action is required. Both cost/UN matches with each other.

Amount

the amount is calculated as Cost/UN × Quantity.

Supplier Item Number

The value mentioned in first instance of the item is considered as primary and values from second instances are ignored.

Users can consolidate purchase requests by performing the following steps:

Click Procurement ➜ Purchase Requests. The Purchase Requests page appears.

Click New Purchase Request. The New Purchase Request page appears with the following sections:

  • Details

  • Item List

Select the preferred option from the following fields under Details:

  • Location

  • Bid Region

  • Delivery Date

Click to expand Item List.

Select the preferred supplier from the Select Supplier drop-down list under the Item List section.

Search and add items under Item List.

Select the preferred item to be consolidated for the current purchase request.

Modify the values as preferred in the following fields:

  • Unit

  • Pack Size

  • Quantity

  • Cost/UN

  • Amount

  • Supplier

Click Consolidate Rows under More Options. The Consolidate Items pop-up appears.

Click Confirm.