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purchasing:maintenance:createmodifyrequisition
Create/Modify Requisition - REQ3100
Purchasing > Maintenance > Create/Modify Requisition
This page is used to edit existing requisitions, create new requisitions, and filter existing requisitions by from/to date or requestor. Originators can submit requisitions for multiple requestors. You can only view and edit the requisitions that you created.
- Requisitions created by originators with no approval path are automatically approved when saved, and a purchase order is created when the requisition is submitted.
- Requisitions created in the current accounting period that have all general journal transactions in the current accounting period are displayed in the current and the next accounting period.
- Requisitions created in the next accounting period that have all general journal transactions in the next accounting period are displayed in only the next accounting period.
- Requisitions created in the current accounting period that have general journal transactions in the next accounting period are displayed in only the next accounting period.
- Requisitions created in the current accounting period that have no general journal transactions (saved requisitions) are displayed in the current and the next accounting period.
- Requisitions created in the next accounting period that have no general journal transactions (saved requisitions) are displayed in the next accounting period only.
Note: If another user enters an account code for which the selected requestor is not authorized to use in his user profile, the account description is changed to Account Code Not In User Profile. Users can:
- Change the unauthorized account code to an account code in the requestor's user profile.
- Change the values in the Percent and Amount columns of the unauthorized account code.
Saved requisitions are set to a Not Submitted status. When submitted, the requisition status changes to Pending until it is approved (if required) and becomes a purchase order.
The logged-on user can only view their own requisitions.
Although completing the Employee Nbr field in Security Administration is optional, it is necessary for employees to access information on this page.
If an originator does not have an approval path and creates a requisition, the requisition is automatically approved when saved, and a purchase order is created if they are submitted.
Requisitions cannot be created if the current date is greater than the cutoff date on the Options > Purchasing Options page in District Administration.
Create or edit a requisition:
| Add |
| OR | Retrieve an existing record. |
Click Retrieve. If the requisition number is not known, click Directory. |
|---|
| Field | Description |
|---|---|
| Originator |
The name of the logged-on user is displayed. |
| Requestor |
Type the name of the person or organization who is requesting the item(s). As you type the data, a drop-down list of corresponding data is displayed. Select the requestor.
Notes: |
| Requisition Nbr |
The requisition number is populated when the requisition is saved if the Use Automatic CYR Requisition Number Assignment field is selected on the Finance > Tables > District Finance Options tab. Otherwise, you must enter a six-digit requisition number. |
| Date Request |
Type the date of the requisition request. By default, the field is set to the current date; however, it can be changed. |
| Date Required |
Type the date that the requisition is required. By default, the field is set to the current date; however, it can be changed. |
| Order For |
Type the shipping contact name to be displayed on the purchase order. The field can be a maximum of 30 characters. Note: Data from the Order For or Requestor field is only displayed on the purchase order if a Y is entered in the Include Requestor's Name in Shipping Address parameter on the Print Purchase Orders or Reprint Purchase Orders report parameter page. |
| Requisition Per |
The requisition period for this transaction is displayed. This field is the same as the accounting period and is set to the current or next period on the Finance > Tables > District Finance Options tab. |
| Shipping Addr |
Type the address where the requisition is to be shipped. The shipping addresses are assigned on the District Administration > User Profiles > Purchasing Addresses tab. |
| Sort Key/Vendor Name |
Type a valid vendor name, if known. The Vendor Nbr field is populated with the corresponding vendor number.
If the vendor number is not known, click The Vendor Directory is populated from the vendor records established on the Finance > Maintenance > Vendor Information > Vendor Name/Address tab. |
| Vendor Nbr |
Populated with the vendor number based on the value entered in the Sort Key/Vendor Name field. Or, type a valid vendor number if known. The Sort Key/Vendor Name field is populated with the corresponding vendor name.
If the vendor number is not known, click |
| Reason |
Type the reason for submitting the requisition or edit the current reason. The field can be a maximum of 30 characters. |
| Priority | Click  to select or change the requisition priority. By default, priority is set to Regular, but it can be changed to Urgent. |
| Reference Nbr |
Type the identification number for this requisition. The field can be a maximum of 15 characters. |
| Work Order | Type a work order number. This field is only for informational purposes. |
| Bid Category |
Type the category code to be used for the requisition. As you type the data, a drop-down list of corresponding data is displayed. Select a bid category code.
|
| Bid Nbr | If the bid process was used for this vendor and you are ordering based on a bid, type the bid number; otherwise, leave the field blank. This information is printed on the purchase order. |
| Confirm Only | Select if an order was sent via fax, email, or the Internet, and this purchase order only confirms that the order was already received by the vendor. |
| Attachments | Select if an attachment is included with the purchase order. |
| Freight Cost | Type a cost value, edit the current cost value, or leave the field blank if there are no charges. The freight cost is distributed to all line items when the Freight Elig field is selected. In addition, the Freight % field is populated based on the amount in the Freight Amt field divided by the subtotal of the line item. |
| Distr Freight Amt | Click to distribute the freight cost evenly among all line items in the requisition. |
| Credit Card Code |
Type the credit card code to be used for the requisition. As you type the data, a drop-down list of corresponding data is displayed. Select a credit card code. |
| Campus/Dept |
Type the name of the campus submitting the requisition. This field is also used to direct the requisition to the first approver. As you type the data, a drop-down list of corresponding data is displayed. Select a campus/department.
Notes:
|
❏ Click the Accounts link to select a line item. The line item is highlighted for editing and you can view or add accounts for the selected line item in the Accounts section at the bottom of the page.
| Note |
Click to add or read a note for the item. If a paper clip is displayed next to the Note button, an item note exists.
In the note window, review the existing notes or type new or additional notes (justification or instructions) about the item. This information is for internal use only. |
|---|---|
| Item | The sequential number of the row is automatically populated. |
| Catalog Nbr |
Type an item catalog number. This field can be a maximum of 15 characters. |
| Description |
Type a short description (e.g., computer, pens, books, etc.) of the item being ordered. This field is required and can be a maximum of 30 characters. |
| Unit of Issue |
Click |
| Quantity |
Type the quantity in units of issue for the requested item. |
| Unit Price |
Type the price per unit of issue for the requested item. |
| SubTotal | The subtotal is populated based on the Quantity and Unit Price fields. |
| Commodity Code | Begin typing a commodity code or description. As you type the data, a drop-down list of corresponding data is displayed. Select the applicable commodity code. The commodity codes are maintained on the District Administration > Tables > Commodity Codes page. The commodity code can be selected and changed on a saved requisition and also by an approver once submitted. Note: If Restrict Commodity Codes to Buyer is selected on the District Administration > Options > Purchasing/Warehouse page, only buyers (i.e., Buyer is selected on the District Administration > Maintenance > User Profiles > Purchasing Permissions tab) can view the Commodity Code field. If Restrict Commodity Codes to Buyer is not selected, then all users can view the Commodity Code field. |
| Discount % | If there is a discount on the line item, type the value (percent) to be reduced from the item price. The Discount Amt field is populated when another field is selected. |
| Discount Amt | Type a value of the discount amount. The Discount % field is recalculated when another field is selected. |
| Freight Elig | Select if the requisition item is eligible for transportation charges and you want to include the freight cost in the requisition total. If not selected, the Freight % and Freight Amt fields are disabled. |
| Freight % | Type the percentage value of the item's purchase price for the item's transportation charges. The Freight Amt field is calculated and the Freight Cost field is adjusted when another field is selected. |
| Freight Amt | Type the freight charge amount. The Freight % and Freight Cost fields are adjusted when another field is selected. |
| Totals | The total line item value is displayed. The discount and freight amounts are included in the calculation. |
| Status |
By default, this field set to Y - Approved. Click
Notes: |
| Long Description |
Type a detailed item description (e.g., training dates, etc.) |
| Requisition Total |
The calculated total cost for each item in the requisition based on the quantity ordered and unit price per item is displayed. |
❏ Click Refresh Totals to update the totals if any amounts are changed in the grid.
The last line of the requisition displays the requisition subtotal (quantity x unit price), discount amount, freight amount, and requisition total (the total calculated requisition amount including discounts and freight amounts).
❏ Click +Add to add additional line items.
Add account code data for each line item:
If you add multiple account codes per line item, be sure that you accurately indicate the percent and amount for each account code. Review the example in the Pct field description.
| Account Code |
Type the account code to be charged. The account code must exist in the general ledger and in the user profile (the account code must be assigned to the Requestor's user profile in District Administration.).
• Type data in the individual account code component fields and click Search.
Note: If an account code is added or changed, click Approve to save the account code and continue with the approval process. |
|---|---|
| Description | This field is populated with the account description from the Finance chart of accounts. |
| Balance | Displays the fund balance available in the account. A negative balance indicates that the fund has available funds. |
| Pct | Type the percent of that item to charge the selected fund. Each requisition line item must equal 100%. For example, the percent would be 100% if you paid from one account; however, if you paid from two accounts, you could split the amount 50/50, 75/25, or 60/40 for a total of 100%. |
| Amount | Type the amount to charge the selected fund. The amount that will be charged to that account according to the percent entered in the Pct field. |
❏ Click Refresh Totals to update the totals if any amounts are changed in the grid.
❏ Click Calculate Percent to populate the Percent column based on the amount entered in the Amount column.
❏ Click Calculate Amount to populate the Amount column based on the amount entered in the Percent column.
OR
❏ Click Uniform Acct Distr to assign one or more account codes to the entire requisition. You can split all of the costs for a requisition item between two or more funds. The percentage split does not have to be the same for each fund, but the sum of all percentages must equal 100%.
The Uniform Account Distribution pop-up window is displayed.
❏ Complete the following fields:
| Account Code |
Type the account code to be charged. The account code must exist in the general ledger and in the user profile (the account code must be assigned to the Requestor's user profile in District Administration.).
• Type data in the individual account code component fields and click Search.
Note: If an account code is added or changed, click Approve to save the account code and continue with the approval process. |
|---|---|
| Description | This field is populated with the account description from the Finance chart of accounts. |
| Balance | Displays the fund balance available in the account. A negative balance indicates that the fund has available funds. |
| Pct | Type the percent of that item to charge the selected fund. Each requisition must equal 100%. For example, the percent would be 100% if you paid from one account; however, if you paid from two accounts, you could split the amount 50/50, 75/25, or 60/40 for a total of 100%. |
| Amount | Type the amount to charge the selected fund. The amount that will be charged to that account according to the percent entered in the Percent Field. |
❏ Click Refresh Totals to update the totals if any amounts are changed in the grid.
❏ Click Calculate Percent to populate the Percent column based on the amount entered in the Amount column.
❏ Click Calculate Amount to populate the Amount column based on the amount entered in the Percent column.
- Click OK to apply the amounts.
- Click Cancel to close the window without applying the amounts.
Note: If the next year requisition was created with a new account that exists in the Account Codes table but is not displayed in the drop-down list, you must save the requisition, close and reopen the Purchasing application, and then retrieve the saved requisition. The new account number should be displayed in the drop-down list.
❏ Click Save.
❏ Click Submit to submit the requisition. A message with the requisition number is displayed indicating that the requisition process is completed. You are prompted to print the Purchasing Requisition Report.
- Click Yes to continue and print the report.
- Click No to continue without printing the report.
The requisition is forwarded to the next approver in the approval path.
Other functions and features:
| +Add |
Click to add a new row. |
|---|---|
| Retrieve |
The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost. |
| Vendor Notes |
Click to add or view vendor notes. A Vendor Notes window is displayed. If there is a paper clip next to the Vendor Notes button, a requisition vendor note exists. In the Vendor Notes window, type the note to be printed on the purchase order for the vendor to view.
Notes:
Click OK to save the vendor note and close the window.
|
| Comments |
|
| Click to print requisition details. Review the report. | |
| Delete |
❏ Click Delete to delete the requisition. A message is displayed asking you to confirm the deletion.
Notes:
|
 |
Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.
|
| Documents | View or attach supporting documentation. |
purchasing/maintenance/createmodifyrequisition.txt · Last modified: 2024/04/17 20:38 by emoreno
Click to add or view requisitions comments. These comments are displayed on the District copy of the purchase order. A Requisition Comments window is displayed. If there is a paper clip icon next to the Comments button, a requisition comment exists. In the Requisition Comments window, type comments about the requisition.
Click OK to save the requisition comment and close the window.
Click Cancel to close the window without saving the comment.