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warehouse:maintenance:approvewarehouserequisitions
Approve Warehouse Requisitions - BWH3060
Warehouse > Maintenance > Approve Warehouse Requisitions
This page is used to approve line items on an inventory requisition submitted through the Create/Modify Warehouse Requisitions page. One line item at a time is displayed on the page for you to approve or delete.
For requisitions containing multiple line items, click Post to approve the entire requisition once all reviewers have approved it. Items must be either approved or deleted prior to posting approval to the requisition. Most of the display-only fields can be updated on the Create/Modify Warehouse Requisitions page, if necessary. Restock requisitions are processed, and purchase order numbers are assigned when the Allow for Approval Process (Restock Requisition) field on Warehouse Options is selected.
Approve a warehouse requisition:
| Retrieve an existing record |
Click Retrieve. If the requisition number is not known, click Directory. |
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In the free-form area:
| Field | Description |
|---|---|
| Originator Name |
The name of the logged-on user is displayed. |
| Requestor Name |
Type the name of the person or organization requesting the item(s). As you type the data, a drop-down list of corresponding data is displayed. Select the requestor. |
| Requisition Nbr |
Displays AUTO if Use Automatic CYR Requisition Number Assignment is selected on the District Finance Options page. The requisition number will be automatically assigned when the requisition is saved. |
| Date Requested |
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. |
| Reason |
Type the reason for submitting the requisition or edit the current reason. The field can be a maximum of 30 characters. |
| Campus/Dept |
Type the name of the campus submitting the requisition. As you type the data, a drop-down list of corresponding data is displayed. Select the campus/department. |
| Shipping Addr |
Type the address where the requisition is to be shipped or press SPACEBAR to display the list of available purchasing addresses. |
| Reference Nbr |
Type the identification number for this requisition. The field can be a maximum of 15 characters. |
| Hold |
Select to have the item(s) ordered held at the warehouse, or leave the option blank to have the item(s) ordered shipped to the requestor's shipping address. |
| Accounting Period |
The accounting period for this transaction is displayed. |
In the upper grid:
| 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. |
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| Details |
Click |
| Seq |
The order sequence of items in the requisition is displayed. The sequence number is automatically assigned when an item is added to the requisition. |
| Item Number |
Type an inventory item number for the item to be ordered, or click |
| Item Description |
The item description is displayed, which is automatically populated based on the data populated in the Item Number field. |
| Quantity |
Type the quantity in units of issue for the requested item. |
| Unit Price |
The unit price of the selected inventory item is displayed. It is automatically populated based on the inventory item record. |
| Unit of Issue |
The unit of issue for the selected inventory item is displayed. It is automatically populated based on the inventory item record. |
| Long Description |
The long description of the selected inventory item is displayed. It is automatically populated based on the inventory item record. |
| Status | Automatically populated based on the inventory record for the selected item number. |
| Approval Status | Automatically populated based on the inventory record for the selected item number. |
| Requisition Total |
The calculated total cost for each item in the requisition based on the quantity ordered and unit price per item is displayed. |
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❏ Click Refresh Totals to update the totals if any amounts are changed in the grid.
| Overage |
Click to view a list of account code overages. The list is only populated if the requisition will cause the budget account used to go over budget. If there is more than one budget account used in the requisition, the list will display each budget account that is over budget as a result of the requisition order. |
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In the lower grid:
| Account Code |
Type the account code components. The account code is comprised of the fund, function, object, subobject, organization, and program codes, and are the individual parts which, taken together, form an account number that uniquely identifies a specific budget category. These codes identify the account used to pay for the item(s) being ordered. The codes must exist in the general ledger and in the User Profile. You can add multiple accounts for each item. |
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| Percent | Type the percent to charge the fund. |
| Amount | Type the amount to charge the fund. |
❏ 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 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. |
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| 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.
❏ Click Path to display the Approval Path page, which allows you to insert an approver.
- Under Insert Approver:
- Click Before or After to indicate where the inserted approver will be placed.
- In the Approver field, click
to select an approver.
- Click OK to save the inserted approver and close the window.
- Click Cancel to close the window without inserting an approver.
Notes:
- If a row is inserted above your name and you select an approver/alternate and click OK, the requisition is available to the new approver. When he approves it, the requisition is then available to you for approval. A new approver/alternate cannot be inserted above a Sequence 00 Approver Name (originator/requestor). A row can only be inserted above the logged-on approver/alternate.
- Only users who are set up in Security Administration with the proper permissions are displayed in the drop down.
❏ Click Return to disapprove the requisition and return the requisition to the originator. The originator can edit the returned requisition and resubmit it.
❏ Click Skip to continue to the next requisition without returning or approving the displayed requisition.
❏ Click Approve to approve the requisition and forward the requisition to the next approver in the path.
Other functions and features:
| +Add |
Click to add a new row. |
|---|---|
 |
Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.
|
| Retrieve |
The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost. |
| Click to print the report. Review the report. |
warehouse/maintenance/approvewarehouserequisitions.txt · Last modified: 2020/10/16 15:06 by emoreno
❏ Click Comments to add or view requisitions comments. A Warehouse Requisition Comments window is displayed. If there is a paper clip icon next to the Comments button, a requisition comment exists. In the Warehouse Requisition Comments window, type comments about the requisition.