How To

How to split a requisition between multiple suppliers?

There might be several valid reasons for wanting to split a requisition\order. It might be based on quotations received; some suppliers may provide better prices for certain items. Some suppliers may be out of stock for wanted item, or don’t supply the item that is wanted. In some cases, it might even be required to split an order towards only one supplier, due to delivery issues. Either way the procedure to split an order is the same regardless of the reason for it.

The split function described here can only be used prior to sending the order and the status is set to

“On Order”. It is still possible to split out lines when “on order” but, this is a different function and is described in the chapter: How to create a “partial order” for item not received?

Open the order in question
Make sure all the suppliers you want to split the requisition to is present in the “Included Supplier List”

3 . Click the [Split Order] button, and the below dialog should appear.

The “Split order” dialog.

4. This left-hand side of this dialog will list all the order lines within the requisition, in the lefthand side grid. Essential order line columns to identify each item shown, is available. Such as Maker, Marks part, Maker’s type, and TM Item number. In addition, there is one column per included supplier showing the item price. All prices are converted and shown in the “unit currency”. The most expensive price is marked with a red font, the lowest price is marked by a blue font, any prices in between are black.

5. The right-hand side of this dialog will show one grid for each included supplier. The supplier’s name for each grid is displayed just above the grid columns for each grid.

6. To split the order lines between the suppliers, simply select the order line(s), click and hold the left mouse button, and then drag the lines to the appropriate supplier grid on the righthand side and release the mouse button.

7. The dragged and dropped lines will now show in the supplier’s grid and is removed from the original order’s (source order) order line grid (On the left-hand side)

8. You will also see, once order lines have been added to a grid, the new split order number for the split orders. It is visible in the same bar as the supplier’s name is displayed. The new order line number is the same as the source order but with a /1, /2 at the end for each split.

9. In the menu bar there are 3 functions available

[ Select Lowest Price]: Will split the requisition automatically based on the price alone. The order lines will be moved to the appropriate supplier gird, on the lefthand side.

[Compare Prices]: Will open a dialog showing a price comparison for the selected item in the grid. The dialog will list all included supplier’s prices, the current selected price (if a selection has been made), and at the bottom the “Lowest” and “Highest” prices will be listed. Ticking one of the check boxes will calculate how much more expensive (red text) or cheaper (green text) the alternatives are in percentage.

[Show delivery days]: Toggling on this button will add a “lead days” column to the grid, showing the quoted delivery days for each order line.

10. Click the [Split] button to complete the split operation

11. If all order lines are moved to a new split order, from the source order and the split is completed, the source order will disappear. If there are order lines left in the source order when performing the split, a dialog asking what to do with the remaining lines will appear.

Create a rest order…: will keep the original order as is, but the split out order lines will be removed.
Continue splitting: Will return the user back to the split dialog to move the remaining order lines.
Discard rest order lines: Will cancel the remaining order lines
Cancel Splitting: Will cancel the splitting operation and close the split dialog.

12. When splitting an order, the system will automatically select the supplier, the order lines are split to. The “Select supplier” action is the same as the manual “Select Supplier” action, which is described in the chapter: How to select a supplier for an order?

13. All new split orders will keep the order history from the source order prior to the split.

14. All document links from the source order will be copied to the new splits.