Assigning Vendors to a Purchase Requisition

Once a PR is released, go to Assign Vendor, select the PR line item, and assign one or more approved vendors from the vendor list before moving it into the RFQ stage.

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Complete step-by-step process:

1. Open Assign Vendor from the Purchase Requisition/RFQ to Order module tabs.
2. Review the list — each row corresponds to a specific PR line item, showing Line Number, PR Number, Material Details, Material Description, Item Text, Status, Quantity, UOM, Plant, Vendor, Assign (purchaser), and Short Text.
3. Line items typically show status Purchaser Assigned once an internal purchaser has been linked to the item (this is separate from vendor/supplier assignment).
4. Click on a row to open the line item detail view.
5. Search for and select the vendor(s) you want to invite to quote — you can typically assign multiple vendors to the same line item to encourage competitive bidding.
6. Confirm the assignment and save — the item is now ready to move to Request for Quotation.
7. Repeat for each PR line item requiring vendor assignment, using the Find search bar to quickly locate specific PR numbers or material codes in longer lists.

Real example from the system: A line item for "StockMaterial" (Material Detail 100000260, Quantity 10.000 EA, Plant GDR1) and another for "REFLACTIVEJACKET" (Material Detail 100000512, Quantity 100.000 ZST, Plant GCO1) both show status Purchaser Assigned, ready for a vendor to be added next.

Best practices when assigning vendors:

• Cross-reference the Sourcing List to ensure you're only assigning vendors pre-approved for that specific material category.
• Assign at least 2–3 vendors where possible to enable meaningful price comparison during the RFQ/auction stage.
• Confirm the vendor's current status is "Approved" (with a valid Vendor Code) in the Vendor Approval list before assigning — an unapproved vendor cannot be selected.

Direct answer for a common question: If a line item is stuck at "Purchaser Assigned" with no vendor listed in the Vendor column, it means internal purchaser assignment is done but vendor/supplier assignment is still pending — this is your next required action.

Why the material description matters as much as the material code: Notice how the list shows both a numeric Material Details code (e.g., 100000260) and a plain-language Material Description (e.g., "StockMaterial," "REFLACTIVEJACKET"). Purchasers unfamiliar with every material code by memory rely on this description to quickly confirm they're assigning the right vendors to the right item, especially in long lists with dozens of line items.

Frequently Asked Questions

Can I assign the same vendor to multiple PR line items at once? 

Yes, if the vendor supplies multiple materials on your requisition, you can assign them individually to each relevant line item.

What's the difference between "Assign" (purchaser) and "Vendor" columns? 

"Assign" refers to the internal purchaser managing that line item, while "Vendor" refers to the external supplier being invited to quote — these are two separate assignment steps.

 Can I remove a vendor after assigning them, before they've quoted? 

Typically yes, as long as the RFQ or auction hasn't formally started; check with your process owner for your organization's specific change policy.

Does assigning a vendor automatically send them a notification? 

In most configurations, yes — assignment typically triggers the vendor to be notified they've been invited to quote, moving the process into the Request for Quotation stage.

What happens if no vendors are available for a specific material?

This usually means new vendor registration and approval is needed for that category — check the Sourcing List and Vendor Approval list, or initiate onboarding for a new supplier.

Can I use the Find search bar to look up by Material Details code specifically? 

Yes, the search bar is typically designed to match against multiple visible fields, including material codes and descriptions, PR numbers, and short text.