External RQ/PO

Hello, is anyone interfacing RQ's and PO's from an outside source. We have an affilliate that we do business with that wants to start sending us a file of items for us to order for them. We currently fill requisitions for them thru ReqCenter, but now they want to automate this process a little more. We have tested the RQ500 process and that seems to work for stock and nonstock items, but we are having issues with 'X' type items. So is there a way to run 'X' items thru RQ500 or do we have to do a separate interface thru PO520? Thanks

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StephanieD

We are interfacing RQ's for X type items through the RQ500 interface. These are the main fields we populate to create reqs for x type items. We also send comment records, but I didn't include those.
header--
record type
company
requester
req location
from company
from location
account unit
lines--
record type
line number
item
item type
description
quantity
uom
tran unit cost
override cst fl
vendor
purch fr loc
account
cost option

todd-brown

Okay so in one file we could have Stock/Nonstock/X type items. Same columns for each, but for X type items not in our item master we would have those columns populated and for the other items they would be blank? Or are you doing two files?

StephanieD

We setup our RQ500 interface file for importing reqs for X type items, but we do occasionally send through N type items in the same file, but in those cases we populate the same fields. We have never used it for I type items.

todd-brown

Okay, so this interface for 'X' items has to know the vendor and acct info to work. I know that is a dumb question, just want to make sure Im understanding this. I think that is going to be the issue. The affiliate doesn't know or have that info to use, so that may be a show stopper.

StephanieD

We want our reqs that go through the rq500 and go to processed/needs approval without intervention, so for us vendor is required on x types. In your case maybe you could use the rq500 parameter to not release the reqs and then have someone add the vendor and account before manual release.

jon-athey

The vendor is not required to release a req in RQ10 so it shouldn't be required for RQ500. Accounting unit and account could be defaulted in the req loc for this affiliate. Not certain but the RQ500 process should pull that into the req.

todd-brown

If the vendor info is not on the req for a special item, how does the system know who to cut the po for?

jon-athey

The buyer would have to source it or contact the requester for vendor information. No different if a requester used RQC or RQ10 and entered a special without vendor info. Happens all the time here.

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Legacy Contributor

Account is required to release the RQ10 but Vendor is not. Jon's idea would get you past the req. But PO100 would not be able to create the order. Buyers would need to work the items with no vendor filter on PO23 to get the orders out.

In the scenario from the top of the page - they are currently keying these in RQC? They would need the vendor there. Why wouldn't they know it to populate an RQ500?

You could do the RQ500 for item master items and instruct them to use RQC for all specials?

jon-athey

For that matter why not give them access to RQC for all items. Do you have a VPN that could be set up to give them RQC only access to Lawson?

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jon-athey

Kat- do you have the vendor field set up as a required field in RQC? We don't so requesters can release the req without vendor info.

todd-brown

Gotcha. Yea they are getting the vendor info for RQC/RQ10. They use RQC/RQ10 now, and they don't want to. They are trying to use two different systems. Theirs, for PO creation, then they would actually place those orders in our system to we can order for them. Yes, I know, don't ask, its a long story. Anyway they are trying to determine if they can just flow their PO file into a format that can be sent right into Lawson without their involvement. It works for items in our item master, but the X items are the key.

Legacy Contributor

Jon - Yes, we force them to select a vendor on RQC and made it required in the config file. Also Purch From.

Todd - Then yes, your pushback needs to be that you can use RQ10 or RQ500 but the required Lawson information is still the required Lawson information.

Of course the next pushback is going to be for you to add all their items to your item master. Because you can never have too many!

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