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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

64 65 If a different delivery date is required, a business justification must be provided. 66 67 Examples: 68 69

Station Event

70

Emergency Replenishment

71

Aircraft Entry Into Service

72

Recovery from Delayed Shipment

73 74 The justification is visible to approvers and supports the decision-making process. 75 76 The justification should contain sufficient detail to allow the approver to evaluate the request. 77 78 79 80 SCREENSHOT REQUIRED 81 82

Screen: Required Date Override

83

Highlight:

84

- Required Date

85

- Comment Field

86

Purpose:

87 Show where date change justification is provided 88 89

Applying a New Date

90 91 When a different required date is entered: 92 93

Enter the business justification

94

Select Set All Required Dates

95

The system will update all applicable lines

96 97 The system will only allow dates that are operationally achievable based on the available transport methods for the items in the requisition. 【1-aaca8c】 98 99 800px 100 101 SCREENSHOT REQUIRED 102 103

Screen: Requisition Detail

104

Highlight:

105

- Set All Required Dates

106

Purpose:

107 Show how the revised date is applied 108 109

Creating a Requisition by Manual Entry

110 111 Manual requisitions are typically used for one-off requirements involving a relatively small number of items. 112 113 Navigate to the Create / Review Requisitions page and select the Add icon. 114 115 116 117 The requisition entry screen will be displayed. 118 119 120 121 Complete the Header information: 122 123

Required Date

124

Comment (optional)

125 126 Add items using the Add icon. 127 128 129 130 Select the required item. 131 132 133 134 Enter the required quantity. 135 136 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. 137 138 139 140 If the requested date cannot be achieved, the system will display an informational message. 141 142 143 144 Continue adding items until all requirements have been entered. 145 146 147 148

Creating a Requisition Using a Requisition Sheet

149 150 The Requisition Sheet allows users to add multiple items simultaneously through an Excel spreadsheet. 151 152 This method is recommended when ordering a large number of products. 153 154

Important Considerations

155 156

Manual item entry and spreadsheet upload cannot be combined.

157

The requisition must remain blank before generating the spreadsheet.

158

Only Active Station Par Level items will be included.

159

The spreadsheet filename must remain unchanged.

160 161

Generating the Requisition Sheet

162 163 Create a new requisition. 164 165 If prompted, choose the appropriate station. 166 167 Before adding any items select: 168 169 Generate Requisition Sheet 170 171 172 173 SCREENSHOT REQUIRED 174 175

Screen: New Requisition

176

Highlight:

177

- Generate Requisition Sheet

178

Purpose:

179 Show where the spreadsheet is generated 180 181 Once generated, select: 182 183 Download Requisition Sheet 184 185 186 187 SCREENSHOT REQUIRED 188 189

Screen: Generated Requisition

190

Highlight:

191

- Download Requisition Sheet

192

Purpose:

193 Show how to download the spreadsheet 194 195

Completing the Spreadsheet

196 197 Open the spreadsheet. 198 199 Enter quantities only for the items required. 200 201 Items not being ordered can be left blank. 202 203 There is no need to enter zero quantities. 204 205 Comments may be entered where additional information is required. 206 207 Column H displays the Transport Mode that will be assigned to the order line. 208 209 This value is derived from the station configuration and can be modified if required. 210 211 212 213 SCREENSHOT REQUIRED 214 215

Screen: Requisition Spreadsheet

216

Highlight:

217

- Quantity

218

- Comment

219

- Transport Mode

220

Purpose:

221 Show which spreadsheet fields should be completed 222 223 After completing the spreadsheet: 224 225

Keep the original filename

226

Do not rename worksheets

227

Save in the original format

228 229

Uploading the Spreadsheet

230 231 Return to the requisition. 232 233 Select: 234 235 Upload Completed Requisition 236 237 238 239 SCREENSHOT REQUIRED 240 241

Screen: Upload Requisition

242

Highlight:

243

- Upload File

244

- Auto Submit Requisition

245

Purpose:

246 Show spreadsheet upload process 247 248

Auto Submit Requisition

249 250 The upload process contains an option: 251 252 Auto Submit Requisition 253 254 When set to: 255 256 Yes 257 258

The requisition is automatically submitted.

259

Status changes to Awaiting Approval.

260 261 When set to: 262 263 No 264 265

The requisition remains editable.

266

Status remains Pre-Manual Submit.

267 268 This allows additional review before final submission. 269 270 800px 271 272 SCREENSHOT REQUIRED 273 274

Screen: Upload Options

275

Highlight:

276

- Auto Submit

277

- Required Date

278

- Comment

279

Purpose:

280 Explain upload behaviour 281 282

Required Dates when using a Requisition Sheet

283 284 If a different delivery date is required: 285 286

Provide a business justification.

287

Upload the spreadsheet.

288

Review the requisition.

289

Apply the revised date where applicable.

290 291 This information will be visible to approvers. 【1-aaca8c】【2-f28d8d】 292 293 294 295 SCREENSHOT REQUIRED 296 297

Screen: Requisition After Upload

298

Highlight:

299

- Required Date

300

- Comment

301

Purpose:

302 Show date review process 303 304

Submitting your Requisitions

305 306 When all information has been entered: 307 308

Verify quantities

309

Verify required dates

310

Review comments

311

Select Submit

312 313 The requisition status will change to: 314 315 Awaiting Approval 316 317 318 319 A notification will be sent advising that the requisition has been submitted successfully. 320 321

Creating a New Requisition from a Template

322 323 You can create new Templates or maintain your existing Templates by pressing the Lightning Bolt icon from the Create / Review Requisitions page. 324 325 326 327 Once selected, all templates available to your station will be displayed. 328 329 330 331 Expand a template to review the items it contains. 332 333 334 335 Select Create to generate a requisition from the template. 336 337 338 339 Edit quantities, add items or delete items as required. 340 341 342 343

Required Dates for Template Requisitions

344 345 The Required Date is automatically determined using the lead times of the items included in the template. 346 347 If a different date is required: 348 349

Enter the requested date in the comments.

350

Provide a business justification.

351

Submit for approval.

352 353 800px 354 355 SCREENSHOT REQUIRED 356 357

Screen: Template Requisition

358

Highlight:

359

- Required Date

360

- Comment Field

361

Purpose:

362 Show alternative date request process

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.

Requisition Index

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