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warehouse:maintenance:createmodifyinventoryrestockrequisitions
Create/Modify Inventory Restock Requisitions - BWH3040
Warehouse > Maintenance > Create/Modify Inventory Restock Requisitions
This page is used to initiate a purchase order to restock the warehouse. The items ordered through this page will have an inventory number. Data may be maintained and posted on this page.
Restock requisitions flow through the approval process and build User Approval Table Key records when the Allow for Approval Process (Restock Requisition) field is selected on the Tables > Warehouse Options page. In addition, the status of the requisitions are set to P - Pending Approval, and the purchase order number is not assigned at this time. Approvers in the approval path automatically receive email messages as necessary.
Create or edit a restock requisition:
| Add |
| OR | Retrieve an existing record |
Click Retrieve. If the requisition number is not known, click Directory. |
|---|
In the free-form area:
| Field | Description |
|---|---|
| Accounting Period |
The accounting period for this transaction is displayed. |
| 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. |
| Order For |
Type the shipping contact name to be displayed on the purchase order. The field can be a maximum of 30 characters. By default, if blank, the data from the Requestor Name field is displayed on the purchase order. Data from the Order For or Requestor Name 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 Order Form or Reprint Purchase Order Form report page. |
| Reason |
Type the reason for submitting the requisition or edit the current reason. The field can be a maximum of 30 characters. |
| 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 |
| Address Line 1 |
Populated with the selected vendor's information from the Finance > Maintenance > Vendor Information > Vendor Name/Address tab. |
| Street Nbr/Name |
Populated with the selected vendor's information from the Finance > Maintenance > Vendor Information > Vendor Name/Address tab. |
| City/State |
Populated with the selected vendor's information from the Finance > Maintenance > Vendor Information > Vendor Name/Address tab. |
| Zip Code |
Populated with the selected vendor's information from the Finance > Maintenance > Vendor Information > Vendor Name/Address tab. |
| Doing Business As |
Retrieved from the Finance > Maintenance > Vendor Information > Vendor Name/Address tab and printed on all purchase orders along with the vendor name. |
| Vendor Contact |
Type a contact name for the vendor. |
| 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. |
| Priority |
Select R - Regular or U - Urgent to mark the requisition priority. By default, the priority is set to R - Regular. |
| Reference Nbr |
Type the identification number for this requisition. The field can be a maximum of 15 characters. |
| 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. Only category codes identified as a bid category on the Finance > Tables > Vendor Categories page and assigned to the selected vendor on the Finance > Maintenance > Vendor Information > Vendor Miscellaneous tab are displayed in the drop-down list. |
| Bid Nbr |
Type the eight-digit bid number established in response to a Request for Proposal (RFP). All requisitions associated with the same RFP have the same bid number. |
| Work Order Nbr |
Type the six-digit number of the work order associated with the requisition. |
| Quote |
Type the quote number that is associated with the pricing of the items on this requisition. The field can be a maximum of 12 digits. |
| PO Nbr | The associated purchase order number is displayed. |
| Confirm Only |
Select if you want a confirmation. This field is used primarily for those who initiated the creation of a purchase order over the phone. |
| Attachments |
|
| Include Check |
Select if the check is to be included with the purchase order. |
| Return PO |
Select to return a copy of the purchase order to the originator of the requisition. |
| Fax PO |
Select to fax the purchase order. |
| Frieght Cost |
Type the ten-digit freight cost for all items in the requisition. The amount entered is either a user-assigned flat or a percentage of the costs of the items in the requisition. |
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. |
|---|---|
| Accounts |
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. |
| Catalog Nbr |
The item catalog number is displayed, which is automatically populated based on 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. |
| Sub Total |
The total cost for all items in the requisition based on the quantity ordered and unit price per item is displayed. |
| Unit of Issue |
The unit of issue for the selected inventory item is displayed. It is automatically populated based on the inventory item record. |
| Discount % |
Type the discount percentage if available. Click Refresh Totals to populate the Discount Amt field.
|
| Discount Amt |
Type the discount amount if available. Click Refresh Totals to populate the Discount % field.
|
| Freight Elig |
Select if the item is eligible to be charged to freight. |
| Freight % |
Type percentage of freight charges. Click Refresh Totals to populate the Freight Amt field. |
| Freight Amt |
Type the amount of freight charges. Click Refresh Totals to populate the Freight % field. |
| Totals |
The total amount of the line item including any discount and freight amounts is displayed. |
| Status | The status is displayed, which is automatically populated based on the inventory record for the selected item number. |
| Approval Status | The approval status is displayed, which is automatically populated based on the inventory record for the selected item number. |
| Long Description |
The long description of the selected inventory item is displayed. It is automatically populated based on the inventory item record. |
❏ Click Refresh Totals to update the totals if any amounts are changed in the grid.
| Sub Total |
The calculated subtotal cost for all items in the requisition based on the quantity ordered and unit price per item is displayed. |
|---|---|
| Discount Total |
The calculated discount total cost for all items in the requisition based upon the quantity ordered and unit price per item is displayed. |
| Freight Total |
The calculated freight total cost for all items in the requisition based upon the quantity ordered and unit price per item is displayed. |
| Requisition Total |
The calculated total cost for each item in the requisition based on the quantity ordered and unit price per item is displayed. |
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. |
|---|---|
| Description | The account code description is displayed. |
| Balance Amount | The account code balance amount is displayed. |
| 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.
| Total Percent | The total percent distribution for all listed accounts is displayed. |
|---|---|
| Total Amount | The total amount distribution for all listed accounts is displayed. |
❏ Click Vendor Notes to add or view vendor notes. An Inventory Restock Requisition Vendor Notes window is displayed. If there is a paper clip next to the Vendor Notes button, a requisition vendor note exists. In the Inventory Restock Requisition Vendor Notes window, type notes about the requisition.
- Click OK to save the vendor note and close the window.
- Click Cancel to close the window without saving the note.
❏ 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.
❏ Click Save.
❏ Click Submit to submit the restock requisition. A pop-up window opens with a message indicating that the requisition has been approved, and prompting you to print the Warehouse Requisition Report.
- Click Yes to continue and print the report.
- Click No to continue without printing the report.
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. |
| Click to print requisition details. Review the report. | |
| Delete |
Click to delete the requisition. A message is displayed asking you to confirm the item deletion.
|
 |
Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.
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warehouse/maintenance/createmodifyinventoryrestockrequisitions.txt · Last modified: 2020/10/16 15:03 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.