Requisition Index

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Requisitions

This page explains the different methods available for creating, reviewing and tracking requisitions in SkySuite.

A requisition is a request for stock that will ultimately generate one or more of the following:

• Issue
• Purchase Order
• Return

The method used to create the requisition depends on the operational requirement.

Selecting the Appropriate Requisition Method

SkySuite supports multiple methods of creating requisitions.

Method	Recommended Use
Manual Entry	Small orders involving only a few items
Requisition Sheet Upload	Large orders involving multiple items
Template	Frequently repeated orders using predefined item lists
Automated Requisition	System-generated replenishment orders

Required Dates

SkySuite automatically calculates delivery dates based on:

• Item lead times
• Transport modes
• Warehouse cut-off times
• Supplier capabilities

The system will always attempt to determine the earliest achievable delivery date.

Using the System Calculated Date

The recommended approach is to use the date calculated by SkySuite.

Requesting a Different Date

If a different delivery date is required, a business justification must be provided.

Examples:

• Station Event
• Emergency Replenishment
• Aircraft Entry Into Service
• Recovery from Delayed Shipment

The justification is visible to approvers and supports the decision-making process. The justification should contain sufficient detail to allow the approver to evaluate the request.

Applying a New Date

When a different required date is entered:

• Enter the business justification
• Select Set All Required Dates
• The system will update all applicable lines

The system will only allow dates that are operationally achievable based on the available transport methods for the items in the requisition.  

Creating a Requisition by Manual Entry

Manual requisitions are typically used for one-off requirements involving a relatively small number of items. Navigate to the Create / Review Requisitions page and select the Add icon.

The requisition entry screen will be displayed.

Complete the Header information:

• Comment (optional)

Add items using the Add icon.

Select the required item.

Enter the required quantity.

If the quantity is not a multiple of the standard pack size, the system will prompt you to determine whether quantities should be rounded up or down.

If the requested date cannot be achieved, the system will display an informational message.

Continue adding items until all requirements have been entered.

Creating a Requisition Using a Requisition Sheet

The Requisition Sheet allows users to add multiple items simultaneously through an Excel spreadsheet.

This method is recommended when ordering a large number of products; if you're only ordering a one or two materials tho you should consider building your order line-by-line instead.

Important Considerations

• Manual item entry and spreadsheet upload cannot be combined.
• The requisition must remain blank before generating the spreadsheet.
• Only Active Station Par Level items will be included.
• The spreadsheet filename must remain unchanged; furthermore, the worksheet is locked & protected - we strongly advise that it remains locked whilst editing the file.

Generating the Requisition Sheet

Create a new requisition. If prompted, choose the appropriate station. Before adding any items select:

Generate Requisition Sheet

Once generated, select:   Download Requisition Sheet

Completing the Spreadsheet

1. Open the spreadsheet.

2. Enter quantities only for the items required.

3. Enter quantities in multiples of the default issue quantity, e.g. if product is shipped in cases of 12, your order qty must be 12, 24, 36 etc.

4. Items not being ordered can be left blank.

5. There is no need to enter zero quantities.

6. Comments may be entered where additional information is required.

7. Column H displays the Transport Mode that will be assigned to the order line. This value is derived from the station configuration and can be modified if required.

NOTE: If the cell is highlighted in pink then there is a problem, most likely the quantity entered is not a clean multiple of the default issue quantity. You should review and correct values in any cells that are highlighted in pink before uploading your file. Its only possible to upload a file ONCE.

After completing the spreadsheet:

• Keep the original filename
• Do not rename worksheets
• Save in the original format
• Its only possible to upload a file against a requisition ONCE.

Uploading the Spreadsheet

Return to the requisition.

Select:

Upload Completed Requisition

Auto Submit Requisition

The upload process contains an option:

Auto Submit Requisition

When set to:

Yes

• The requisition is automatically submitted.
• Status changes to Awaiting Approval.

When set to:

No

• The requisition remains editable.
• Status remains Pre-Manual Submit.

This allows additional review before final submission.

Required Dates when using a Requisition Sheet

If a different delivery date is required:

• Provide a business justification; use the header-level comments box to provide notes to assist the planner who manages your station and approves your orders.
• Upload the spreadsheet.
• Review the requisition.
• Apply the revised date where applicable.

This information will be visible to approvers.

Submitting your Requisitions

When all information has been entered:

• Verify quantities
• Verify required dates
• Review comments
• Select Submit

The requisition status will change to:

Awaiting Approval

A notification will be sent advising that the requisition has been submitted successfully.

Creating a New Requisition from a Template

You can create new Templates or maintain your existing Templates by pressing the Lightning Bolt icon from the Create / Review Requisitions page.

Once selected, all templates available to your station will be displayed.

Expand a template to review the items it contains.

Select Create to generate a requisition from the template.

Edit quantities, add items or delete items as required.

Required Dates for Template Requisitions

The Required Date is automatically determined using the lead times of the items included in the template.

If a different date is required:

• Enter the requested date in the comments.
• Provide a business justification.
• Submit for approval.

Reviewing an Automated Requisition

Depending upon your station configuration, requisitions could be automatically generated by the system. The requisition will be available for your review on the “Create/ Review Requisitions” page. It is suggested to review the requisition within one workday from the requisition “Creation Date”.

Take the “Edit” icon of the requisition with “Awaiting Station Review” status:

You will be presented with the requisition details:

• Requisition Totals – Total calculated weight, volume, and number of pallets of the requisition quantities.
• Requisition No – The number of the requisition.
• Required Date – This date is calculated by the system and reflects the date which the goods need to arrive at the station by (if there are multiple dates at the line-level, the header level date will be the latest/last of the line-level dates).
• Comment (Optional) – Enter a Comment.
• Client Order Note (Optional) – Enter a Client Order Note.

You can add items not listed in the requisition with the “Add” icon. Refer to the “Add Item” screen explanation in the 'Creating Manual Requisitions' section 1 above:

Check the “Requested Qty” of each item fulfills your station inventory requirements from the “Required Date” till the Next Planned Arrival.

When “Suggested Qty” is negative, there is too much stock in the station. Then, depending on your station configuration, “Requested Qty” could be automatically set to zero or your station could be required to return stock.

In the detail section, you can review the item data by pressing the expand arrow at the item level (this appears on the far left hand side of the data grid):

This will then display a screen with the “Requisition Detail”, “Item Parameters”, and “Explain Forecast” tabs, containing the explanation and the base data used to calculate the Suggested Quantity:

The calculated inventory requirement is based on the most recent approved count for the station & material (dates may differ depending upon station count category confoiguratins and other factors, the “In-Transit Quantity” consider en route to your station, the “Days Between Delivery/Orders”, and the forecast set up. If you edit the “Requested Qty” to a different number, a “Comment” may need to be provided as explanation as to why you wish to send a different quantity than has been forecasted (again, a comment may or may not be required depending on configuration):

At the bottom of the page click on the “Accept” button to confirm the order, meaning that you havce reviewed for all lines on the requisition and you agree with or you have adjusted the requested quantities accordingly for each material on the order. Once submitted, the requisition will be reviewed by your Station Provisioning Manager, who will approve the orders (warehouse-shipments and possible direct purchase orders) to your station.

NOTE: Your station provisioning manager has the ability to adjust the quantities prior to approving the requisition, so the quantity you request may not be the final quantity that is shipped. Furthermore,

Tracking a Requisition Status

Once you have submitted a requisition, as described in the section above, the next step is a review by an authorised planner, often a SkylogistiX employee in the material planning operations team. As previously described, until that review takes place the requisition will be at Awaiting Approval status. Once it has been reviewed by the authorised planner, the status will move to either Rejected or Outstanding and you will receive an email telling you that the requisition has now been approved or rejected. If approved, it is possible that not all the items and quantities you requested have been approved and therefore some of the quantities you requested may have been altered. If you want to check which materials havce been approved and the final approved-quantities, please follow the steps described below.

The requisition will not stay at the Outstanding status very long because as soon as it reaches Outstanding status the system will automatically begin sending the instructions to the various warehouses and suppliers to begin preparing the shipments. Once all those instructions have been sent to warehouses and suppliers the Requisition will move to Completed status (for certain configurations there are other steps between Outstanding and Completed see earlier note in section 5.5) this does not mean that the shipments against this Requisition have been completed just that the Requisition processing step has completed. To track the individual status for the shipments generated as a result of the Requisition follow the steps described below.

Checking what Quantities/ Items have been approved

Once you receive the email telling you your requisition has been approved you can go to the "Create/ Review Requisitions" page (see section 5 above for how to navigate to this page). Your requisition will now be a status Complete (or for certain configurations it may have another status such as Fully Scheduled, Fully Agreed etc. – see earlier notes above for details). To view the details, click the show icon.

The following page will be displayed:

The suggested quantity is what was proposed by the system (this will be zero for manually created requisitions). The requested quantity is what was requested by the station and the approved quantity is what has been approved. You can make an download a copy (in MS-Excel file format) of the confirmed quantities by pressing the Excel icon on the toolbar.

Tracking the Individual Shipments against your Requisition

As previously described a single Requisition can generate multiple shipments depending on the source of supply and the stock availability. To view the individual shipments against your Requisition you should press the "Tracking" tab from the screen described above, or by clicking the drop-down from the main ‘Create/ Review Requisitions’ page.

OR

This will show you all the shipment instructions generated as a result of your Requisition.

There are 3 different categories of shipment:

• Issue – Goods are to be issued from a Central/ Regional warehouse to your station.
• Purchase Order – The goods are being shipped directly from a supplier to your station.
• Return – Means you have a surplus and you should return these goods as instructed by SkylogistiX.

See below for an example of the screen you will see if you press the "Track" button as described above.

In the above example, the only type of shipments generated were Issues. There are three and the source in both cases is the Kuehne + Nagel Sutton Coldfield warehouse, we also see that they have been fully received.

Against any issue, you can view the details of the issue by pressing the "Show" icon against the Issue you want to view in more detail. This will then show you the status/ tracking details of the Issue plus all the items on the issue as illustrated below;

In the above example on the header section, we see that the issue has a Target Pick completion date of 24th November, and was actually picked and despatched on 24th November and arrived on the 25th November, a day late to the planned arrival date which was the 24th of November.

In the line details we see the Confirmed Requisition Quantity per item and as well as the quantity shipped and the quantity received.

Anything not shipped to you will go onto a backorder and will be shipped via a separate issue which can be viewed in the same way as the main issue.