How to restrict the options for Accounts, Items, Sites and Vendors available when creating a Requisition in Requisition Management

By default, all accounts, all items and all sites are displayed when creating a requisition. For Vendors, if there are vendors tied to an item, only those vendors will be displayed. If no vendors are tied to an item, all vendors will be displayed.

The steps below will list the process for the most common request (accounts), but the same steps can be applied to the other three. The queries for Items, Sites and Vendors are listed at the end.

Changing the list of available accounts in Requisition Management

The accounts that are listed are populated by a query called Account List and it can be found in Query Organization under Dynamics àRequisition Management.

In order to further restrict the list out, you will need to:

1.      Go to the top-level site for the Business Portal (http://Server:PortNumber/
BP)

2.      From the Site Actions menu, select Site Settings

3.      Under the Business Portal Administration Section, select Query Organization

4.      Expand Dynamics and then expand Requisition Management

5.      Highlight Account List:

6.      From the pane on the right-side of the screen, select Move to Folder button

7.      In the Browse for Folder window, expand Query Pages, expand Financial, expand Personal, and highlight the user that is currently logged in:

8.      Click the OK button

9.      Access the Financial Center Page from the Top-level Business Portal site

10.  Click on Queries in the Pane on the left

11.   Under My Queries, select Account List

12.  Click the Modify Query button

13.  From the Modify Query window, click on the Restrict Rows tab

14.  Click the Looking Glass for the fourth entry, which has a value of “< Add >”.

*Note*

In my example, I want to place a restriction on the second account segment (Account) for those accounts that start 12

15.  Expand Account

16.  Select Account and click OK

17.  In the second column, select “begins with”

18.  In the third column, enter 12

19.  Click the OK button and confirm that the records that filter out are only those with the second segment that begins 12

20.  Click the Save Query button

21.  Keep the name the same and click the Save button

22.  Go to the top-level site for the Business Portal

23.  From the Site Actions menu, select Site Settings

24.  Under the Business Portal Administration Section, select Query Organization

25.  Expand QueryPages, expand Financial, expand Personal, expand the folder for the user that just performed the modification to the query and highlight Account List

26.  Click the Move to Folder button

27.  On the Browse for Folder window, expand Dynamics and highlight Requisition Management

28.  Click the OK button

With this done, you should see a restricted list of accounts from the Account Lookup when you are creating a requisition:

You can limit the Vendors, Items and Sites in the same manner. The Vendors queries are found under Dynamics-Requisition Management – Vendor Lookup (Vendor List and Vendor List Assigned to Item queries). The Items and Sites queries are found under Dynamics-Requisition Management (Item List query and Site List query).