ERP requisition triage

This module is enabled per organization. If you don't see Triage in your menu, talk to your Sourced contact.

Requisition triage is the screen that consolidates a view of every requisition synced to Sourced, in two ways:

• Pull: Sourced connects to your ERP (SAP, Oracle, JD Edwards, SAP Business One, among others) and syncs the new purchase requests or purchase orders that have been created and approved.

• Push: requisitions created through Sourced's public API.

If your ERP voids a requisition. Your ERP can cancel, through the API, a requisition that arrived by Push. If it hasn't been launched yet, it disappears from triage. If it was already launched to a purchase request without purchase orders, Sourced cancels that request and rejects the pending quotations. If any line already has a purchase order, the API cancels nothing unless the ERP asks to close the balance: then only the lines without an order are cancelled and the orders stay in force. A purchase order is never cancelled in cascade. If the request was built from lines of several requisitions, or any line went to a tender, the cancellation is done within Sourced.

From this screen, using a set of filters and data, the buyer selects the lines that were created and decides what to launch as a spot purchase (request for quotation), quickly and with all the data and files already synced.

The board

Lines are split into tabs by status, and each tab shows how many it has:

• Pending: lines waiting for a decision (launch them or discard them).

• Launched: lines already launched to a spot purchase or a tender, with a link to that request or tender. Quotation, comparison and PO are followed from there.

• Discarded: the ones you decided not to buy through Sourced.

• Closed in ERP: lines that are no longer open in the ERP. Sourced closes them on its own when they stop appearing in the sync, so the board does not pile up work someone already resolved on the other side. If the line shows up in the ERP again, it reopens by itself.

• All: every line together, with no status filter.

Except in per-requisition mode, in each tab you choose the Grouped view (with Group by: requisition, category, requester, plant or need-by date) or the Table view.

Above the board you can see when the last update from the ERP happened, so you know whether what you are looking at is a minute old or from yesterday.

How to work

1. Open an item's detail to see its description, quantities and ERP data, and edit whatever you need.

2. Select one or more items from the Pending tab.

3. Use smart consolidation: the AI suggests which items are worth quoting together.

4. Launch the quotation: a spot PR is created with those items and follows the normal flow (supplier selection, sending, comparison).

5. Anything that shouldn't be purchased, discard it to keep the board clean.

6. On a requisition created in Sourced, in Pending and with the view grouped by requisition, the Return / Reject menu in the group header lets you Return to requester (with a comment and, if you want, per-item notes; it comes back to your tray once they fix and resubmit it, after going through approval again if your organization uses it, and we let you know) or Reject it (final: it is closed and its items are discarded). Only while no item has been launched.

Per-requisition mode

Some organizations work with atomic requisitions, that is, requisitions that must be processed in full and not line by line. In that case, selection and launching happen at the level of the complete requisition.

Traceability is maintained end to end: every PR created from triage stays linked to its source requisitions in the ERP.

ERP buyer and destination

When the requisition carries an assigned buyer or a destination (the delivery plant or branch), you see them as chips on each item and as columns in the table view. The Buyer and Destination filters in the top bar let you narrow the board down to your own lines; your selection is remembered for future visits.

When launching a package, the destination also works for you:

• If the package mixes items with different ERP destinations, the launch dialog warns you with a breakdown per destination. It is a warning, not a blocker: you can proceed anyway.

• If every item shares the same destination and one of your organization's addresses has that code configured, the delivery address is pre-selected (marked "Suggested based on ERP match"). You can always change it.

Reviewing attachments before launching

The files that travel with the quote request are shown in the launch dialog: each line's files (from the ERP, material master sheets and SoftExpert documents) on the line, and the whole requisition's files on the left. Hover to preview them and click the ✕ to leave one out of this launch. You can also add your own files with Add file: they go only with that package.

What happens when you confirm the launch

When you close the supplier selection, Sourced reports what went out and what did not: how many requests had their quotations sent, how many already had their suppliers resolved, and how many were left without any send. Those last ones are completed from the request itself. If a package fails, the result says so: a launch with errors is not shown as successful.

Filters, columns and units

• The filters in the top bar (category, requester, buyer, destination, origin) let you pick several values and have their own search box, which helps when the list is long. There is also a filter by ERP creation date range.

• The search box in the top bar searches by description, internal material code (your ERP's code, even when it arrived inside the line's specifications), category and requisition number. The internal code is shown under the description and copied with one click.

• Active filters appear as chips in the sort-and-view row, so you can see them and remove them one by one, and they are remembered for your next visit.

• The order of the columns can be changed by dragging the header, and the position you choose is remembered.

• Units of measure are shown translated into the platform's language instead of the ERP code. Watch out for MIL: it means thousand, not a single unit.

Download to Excel

With Download Excel, next to the tabs, you download every line in the current tab (Pending, Launched, Discarded, Closed in ERP or All) with whatever filters and search you have active: what you see is what you get, without the page limit. If you want the whole board, clear the filters first.

The file is an Excel table with a frozen header and filters, and it includes columns that on screen only appear in the detail: internal and manufacturer codes, estimated price and currency, material group, assigned buyer, destination and delivery address, creation, release and need-by dates, requester and email, and which request or tender each line was launched to.

Need-by date when launching

When you launch a package as a spot request, each line comes with the date the ERP asked for; the supplier sees it in the quote request. Click a line's date to change it or mark it Urgent.

An overdue date is not sent: those lines go without a date and a notice above the list tells you so. From the notice you can Set a date for all overdue lines or Mark them urgent. Date for all applies the same date to every line in the package.

If the destination is a tender, dates don't show up: deadlines are set in the tender wizard.

Internal requisition

Besides what comes from the ERP, the board also receives the items from requisitions created inside Sourced (menu Requisitions → My requisitions), once they've passed approval if the organization requires it. They show up together with the ERP lines and you can filter them by origin; the requisition's code (e.g. REQ-00042) stays visible on the line so you can trace it.

Requisition priority

Every requisition has a priority: Normal, High or Urgent. For an internal requisition, the requester picks Normal or Urgent when creating it (High only comes from the ERP; internal requisitions that already had it keep it); for one imported from the ERP, the ERP provides it when it reports one (for example, if any of its lines is flagged as urgent, the requisition arrives as Urgent).

In the triage you see it with the same label as in Requisitions, next to the requisition number and in the Requisition column of the table. Normal-priority requisitions carry no label.

Use the priority filter (All priorities) to see only urgent (or high priority) requisitions and handle them first. The filter is remembered across sessions and also applies when you download the Excel file.

Don't confuse it with the need-by date warning (overdue or due soon): that warning is computed from the date each item is needed, while the priority is the one set by the requester or the ERP.

Lines with an active agreement

When a PENDING line's material code has an active agreement, the line shows a badge Agreement AGR-xxxxx · supplier · price · expires mm/dd (the agreement's expiry date). The badge turns amber and adds “expiring soon” when the agreement expires within the next 30 days. If the line's unit differs from the agreement's, no badge is shown (units are not converted).

When launching a package as a spot purchase, if any line has an agreement you'll see the option Use active agreements (N of M lines), checked by default, listing which lines go through the agreement and which go to quotation. With it checked, the PR is created as usual: lines with an agreement become catalog purchase orders (draft, or pending approval if your organization approves POs) and the rest go to quotation within the same PR. If every line has an agreement there is nothing left to quote and the PR is closed right there: it stays Closed in the request history (AWARDED in the detail), just like any other award, with its catalog orders hanging off it. Unchecking the option sends the whole package to quotation. It works even if your organization has automatic catalog PO generation turned off; it only needs the agreements module enabled. Launching as a tender does not change.

The purchase order created from the catalog is recorded under the buyer who launched the package: that's who appears as Awarded By on the order, with the date it was generated, and that's why the order shows up when you filter the order history by that buyer.

If your organization approves POs and the approval chain is not configured, launching the package fails with the message: “The purchase order approval chain is not set up, so agreement POs can't be created. Check it in Approvals or launch without using agreements.”

Linking to an existing tender

Sometimes the tender already exists when the requisition arrives from the ERP: you set it up by hand earlier, or the ERP creates the requisition only at award time. In that case don't launch it as a new tender (you would buy twice): link it to the existing one.

• In the launch dialog choose Tender and click “Already exists? Link to an existing tender”. Search the tender by code or title: ongoing and awarded tenders are listed.

• The tender doesn't change: no items or documents are added and suppliers aren't notified. The requisition is recorded in its file and the lines leave triage as launched to that tender.

• If it was a mistake, use Reopen on the requisition in the Launched tab (or Unlink from the tender): it goes back to triage as a whole.

Review what the supplier receives before launching

The launch dialog has two columns: on the left you set up the launch (destination, address, offer deadline, agreements, comments and the requisition's attachments) and on the right you see the order lines, grouped by plant when the package goes to more than one destination.

• Each line shows its material code, the need-by date, the technical specification sent to the supplier and its attachments. Internal notes are shown for reference and are never sent.

• Click the ✕ on a specification or an attachment to leave it out of this launch; ↺ brings it back. The ERP requisition doesn't change.

• At the bottom you see whether the items go in the email body or in an attached Excel. It depends on the limit you set in Settings → Email templates → Quote content, which applies to what each supplier receives: a package over the limit can still go in the email body to a supplier who quotes fewer lines.