Learn how to create a Requisition using the 'Advanced Shopping' mode.
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What is Advanced Shopping Mode?
When shopping any Requisition type, you can opt to enable Enable Advanced Shopping Mode:
Enabling Advanced Shopping Mode will present compact table to view and compare prices from your Suppliers, for every available Product in a single table. It is suited for experienced users of PurchasePlus and most helpful when creating a Requisition using a Buy List:
Advanced Mode also includes a number of powerful features, like in-line editing of Supplier Quotes for users with the Can Create Temporary Quotes permission, and other features designed to support the needs of our power-users.
If you do not enable Advanced Shopping, you will be presented with our highly-visual Basic Shopping Mode, which is designed for occasional or Departmental users of PurchasePlus. You will be able to order Products from your Suppliers in a familiar online shopping experience, with a Shopping Cart that you can view before checking out:
Read on to learn about the functionality you can use while shopping in Basic Shopping mode.
Guide: Creating a Requisition in Advanced Shopping Mode
Once you have created any Requisition type with Advanced Mode enabled, you can complete your Requisition in a few easy steps:
- Viewing Products and Quotes,
- Adding Products to the Requisition,
- Reviewing Your Requisition,
- Submitting for Approval.
Read on to learn about each step in the process.
1. Viewing Products & Quotes
a. Click [Manage Columns] to set sorting preferences and decide which columns you wish to show or hide:
These preferences will be saved onto your account, and they will be applied to this view each time you visit it. See our Manage Table Columns article to learn more about Table Column and Sorting Preferences.
b. In the table, click [Product Description] or [Product Image] to view:
a. [Product Details].
b. [Supplier Details].
c. [Delivery Fees].
d. [Barcodes].
c. Click [Manage Product] to access General Details and Barcode Settings of the Product.
We're working hard to gather all of our Supplier's product images and keep them updated. Contact our friendly customer support team if you find Supplier products that don't have images.
Understanding Supplier Quotes
In Advanced Shopping Mode, the lowest-priced quote for a Product will be displayed as default, and automatically selected unless specifically changed by the user. If multiple Suppliers offer the exact same quote for a Product, PurchasePlus will select one of these quotes at random to display as the default.
Click the [Quote Count] button in the [Quotes] column to view all available quotes from your Suppliers for a particular Product, and to select a different Supplier if required:
Within the Supplier Quotes window, you can complete the following:
- Select a different Supplier Quote.
- Create a Temporary Quote. A Temporary Quote allows you to add a Supplier, a Price and a Tax Percentage to any Product as a way of ordering the product from the chosen Supplier that may not be available in your selected Requisition Type. The Temporary Quote is not saved in any Catalog in PurchasePlus, and is considered a 'one off' - i.e. a Temporary - Quote.
Using Search to Find Products
The following Search options are available to help you find the right Products to add to your Requisition:
- Search by Product Name or Brand, using the Search Bar.
- Filter By Suppliers: Find and add or remove Suppliers to your filter.
- Filter By Category: Find and add or remove categories and sub-categories to your filter.
- Search By P+ Product Code.
- Search By Supplier Product Code.
- Search By Purchaser Product Code.
- See our Advanced Product Search article to learn more about searching.
Troubleshooting: I can't find a Product or Quote that should be there.
The Requisition Type will determine which Products will appear in a Requisition, available for selection. For example, if you are creating a Buy List-type Requisition, only those Products that have been added to the Buy List will appear.
If you need to, you can add a new Product to the Requisition that is not already found in the Product list. Click [Add a Product]:
Here, you will be able to browse existing Products in the PurchasePlus database, or add an entirely new Product. Once a Product has been chosen or created, you will need to select a Supplier, enter Quantity, Unit Price & Tax Percentage for the Product, and it will be added to your Requisition. See our Create a New Product article to learn more about creating New Products in PurchasePlus
Additionally, only Quotes from Suppliers that are in a Catalog and:
- assigned to your Organisation by a Registered Supplier, or
- included in a Self-Managed Catalog
Can ever appear in as Quotes in your Requisition as 'official' quotes.
2. Adding Products to Your Requisition
1. Enter the [Quantity] of the Product you would like to order by clicking into the Quantity field and entering the required quantity.
2. Add Order Instructions for particular Product, if required.
3. Add Department and Account Code for particular Product, if required to be different to the Requisition's selected Department and Account Code.
4. Remove Product from Requisition by setting the Quantity to zero, or by clicking the Delete icon.
5. Click [More Options] for a particular Product, then click [Add to Buy List], if required.
3. Reviewing Your Requisition
Hide Zero Quantity Items
Click [Hide Zero Quantity Items] if you would like to view only the Products to which you have added Quantities:
This is a quick way of checking what Products you have included in your Requisition.
Show or Hide Details
Click [Show or Hide Details] to view detailed information about the Requisition, for example, Department and Account Code, Delivery Date, and more information usually supplied during the creation of a Requisition.
If you need to make a change to any of the fields in the Information Panel, you can click on the [Settings] tab.
View and Update Requisition Settings
1. Click [Settings] to review or make changes to:
a. Requisition Reference.
b. Decide if you would like to send Purchase Orders to Suppliers.
c. Delivery Address.
d. Delivery Date.
e. Department and Account Code.
f. If applicable, select a Currency that the prices in the Requisition are denominated in.
Leave a Comment
Click on [Comments] to add an internal comment, visible to other users at your Organisation.
You can also tick [External Comment] to add an external comment that will be included in the Purchase Orders that are generated from the Requisition upon approval, and sent to your Suppliers.
Upload an Attachment
Click the [Attachments] tab, and then click [Upload New Attachment] to attach files related to this Requisition:
More Options
Click the [More Menu] in the top right of your screen, to complete any of the following tasks:
- [Open the Requisition in Legacy PurchasePlus].
- [Switch to Basic Shopping].
- [Cancel the Requisition].
- [Get Help] visit the Help Center.
Submitting Your Requisition for Approval
Click [Submit Requisition] from the top right to submit the Requisition for approval.
The Requisition will be progressed to the 'AWAITING APPROVAL' state and placed in the Approval Workflow that applies to the Requisition. Approving users in the first rank of the workflow will receive an email notification, informing them that the Requisition can be approved or declined.
Once the Requisition is Approved, Purchase Orders will be automatically generated and sent to the Suppliers whose Products were selected in the Requisition.