Entering a Requisition

Requisitions are entered using the Requisitions option.

How to enter a requisition:

Creating a new requisition:

1. Select the Requisitions menu (or select the Requisitions menu and then Requisitions).

2. On the Requisitions screen, select the Requisitions tab if not already selected.

   Note:  The Requisitions tab is only available if the user has rights to enter requisitions (within the User Security option).

3. Click the New button and select the appropriate approval tree to use.  

   Note: Only approval trees assigned to the user (in the User Security option) are able to be used, unless the Allow Override of Approval Tree field in the Requisition Options is selected.

   Tip:  Approval trees that are assigned to a user appear in the list with a yellow star to the left of the ID.

Completing header section of a requisition:

4. At the entry screen, complete the header information:

• Enter the number for the requisition in the Requisition Number field, or leave the field blank to have the system automatically assign the next available requisition number once the requisition is saved.

  Note: The Requisition Number field will be disabled if designated in the Requisition Options, and the requisition number will be automatically assigned once the requisition is saved.

  Also, if the Purchase Order Number Same as Requisition Number field is selected in the Accounts Payable System File, a requisition number cannot be used if it matches a purchase order number that already exists.

  Tip:  If having the system assign the requisition number, click here for details on how the number is assigned.

• In the Vendor field, enter the vendor from whom the goods or services will be ordered or purchased. If the Default Requisition Vendor ID field was completed for the specified approval tree (within the Requisition Options), the default vendor will appear, but can be changed if needed.

  Note: If the user is assigned to one or more vendor groups (in the User Security option), the vendor entered here must be included in one of the designated vendor groups.

  Tip: If a user is defined to have rights to edit vendors, the Add New and Edit options appear on the drop-down search.

• Enter the date of the requisition in the Date field.

• Enter the date the goods or services are expected to be received in the Expected Date field.

  Tip:  The Expected Date is used to determine the correct fiscal year balances to display for the requisition.

• Enter a summary description for what is included on the requisition in the Description field, or enter a V to use the description defined for the vendor.  

• If needed, enter the ship to address to stipulate where the order should be sent (and/or which prefix to use for the requisition number if automatically assigned by the system) in the Ship To field.

  Note: If the user is assigned to one or more ship to addresses (in the User Security option), only one of the designated ship to addresses can be entered here.

• If applicable, enter the ID of the employee who is requesting the goods or services in the Employee field. If the user is defined with rights to allow employee selection, any employee can be entered; however, if the user is not defined with rights to allow employee selection, the employee tied to the user will default and cannot be changed (or will be blank if the user is not tied to an employee).

• Click the Save and Continue button.

5. If desired, to enter a comment to track additional information for the requisition, click the Add Comment button, enter the comment, and click the Save button.  

Completing detail section of a requisition:

6. Complete the detail information:

   Note:  If the specified vendor has one or more default chart of account numbers entered (in the Vendor File), the designated account number(s) will appear in the detail section with each account number as its own detail line; complete the information for the detail lines or delete the lines if needed.

• Select the Print field to print the line item on the purchase order (once the requisition is approved and converted to a purchase order).

• Select the Post field to post the line item to the specified account number.

  Tip:  Typically, the Print and Post fields are both selected, unless you are ordering an item that is split between multiple account numbers; then only select the Print field for the one line item to print on the purchase order to order the item from the vendor, and then for the lines with account numbers, only select the Post field.
  

  For example, if ordering 100 cases of copy paper expensed to 5 different accounts:

  • Enter 1 line for the 100 cases of paper with the Print field selected (and Post field unselected).

  • Enter 5 additional lines with only the Post field selected (and Print field unselected) with the allocation to each of the 5 account numbers.

• If the Post field is selected for the detail line, enter the account number to be expensed for the line item in the Account Number field; if the field is not set as required, the field can be left blank and an account number entered at a later time (for example, during the approval process or at the time the requisition is converted to a purchase order). Typically, an expense account number is entered in this field.

  Note: If the user is assigned to one or more account groups for AP & WL Data Entry usage (in the User Security option), the account number entered here must be included in one of the designated account groups.  

  Tip:  Additional fields appear above the list if the Display Budget Balances field is selected in the Web Link Setup Options:

  • Budget Balance - reflects the budget balance for the account number, including the total of unposted invoices, unposted purchase orders, and outstanding requisitions (those that have been approved but not yet converted to purchase orders).

  • Unapproved Requisitions - reflects the total of all submitted requisitions that have not yet received final approval or not yet submitted (including the current requisition) for the specified account.

  Also, an additional field appears if the Display Fund Balance field is selected in the Web Link Setup Options and the account number is in an activity fund:

  • Fund Balance - reflects the balance for the appropriate fund balance account.

• Enter a description for the line item in the Description field, or enter one of the shortcut keys:  

  • V - to use the description defined for the vendor.

  • H - to use the description entered above in the header information.

  • C - to use the description for the account number from the Chart of Accounts.

• Enter the item number or stock number in the Item Number field, if desired.

• If applicable, enter the cost center to track for this line item in the Cost Center field.

• Enter the quantity of the item to order in the Quantity field.

• Enter the cost of one unit of the item in the Unit Price field.

• Enter the unit of the item to order, such as EA for Each or DOZ for Dozen, in the Unit Description field, if desired.

• If the Quantity and Unit Price fields were completed, the total cost of the line item is calculated and displays in the Amount field (if needed, the amount can be changed); otherwise, if the Quantity and Unit Price fields were not completed, enter the amount for the line item in the Amount field.

  Tip:  If the line item goes over budget for the account number and the Warn if Requisition Over Budget field is selected in the Requisition Options, a message briefly appears at the top of the screen stating the line has a negative budget balance; if desired, make any necessary changes.

• To track the bids or quotes received from other vendors for the purchase of the goods or services included in the line item, click in the Bids field; then on the Bids screen, enter the bids and click the Close button when finished. To enter a bid, complete the following:

  Tip: If the amount of the line item is equal to or greater than the amount entered in the Minimum Bid Amount field for the specified approval tree in the Requisition Options, a warning icon will appear to the right of the Bids field.

  • Enter the ID of the vendor from whom the bid was received in the Vendor field.

    Note:  If the user is assigned to one or more vendor groups (in the User Security option), the vendor entered here must be included in one of the designated vendor groups.

  • If applicable, enter the date the bid expires in the Expiration Date field.  

  • Enter the total amount of the bid from the specified vendor in the Amount field.

  • If desired, enter a description for the bid in the Description field.

  • Enter the website address for the bid item in the URL field, if desired.

  • Repeat these steps until all the bids have been entered for the line item.

  • Click the Close button, and the number of bids entered for the line item will appear in the Bids field.

  Tip: If needed, to delete a bid, click the Delete button to the right of the desired line, and then click the Delete button when prompted.

• If desired, enter the website address for the item in the URL field.

7. If needed, repeat Step 6 to enter additional detail line items for the requisition.

   Tip:  If needed, to delete a line item, click the Delete button to the right of the desired line, and then click the Delete button when prompted.

   Note:  If desired, click the Shipping button located above the list of detail lines to enter shipping proportionately among multiple line items already entered; when prompted, enter the description and amount for the shipping, and then click the Apply button. The system will expense the shipping amount proportionately and list a second line for each expense account with the proportionate amount.

   Tip: The Shipping button can also be used to enter a credit (discount) that needs to be applied proportionately to all the line items previously entered by keying in a negative amount when prompted.

Saving and submitting a requisition:

8. Click the Save button.

9. If desired, click the Print button to print the requisition form for the current requisition displayed.  

   Tip: The requisition form prints using the report designated in the Requisition Options in the Default Requisition Form Report field for the approval tree.

10. If desired, submit the requisition at this time by clicking the Submit button, or wait until all requisitions have been entered, and then submit the requisitions all at once.

11. If the requisition was submitted, the Requisitions screen appears; otherwise, to wait and submit the requisition later, click the X to close the entry screen.

12. After all requisitions have been entered, to submit one or more requisitions from the Requisitions screen, select the unsubmitted requisitions and then click the Submit button at the top of screen.

Note:  After submitting a requisition, notification emails for approval will be sent to the appropriate users (as based on the approval tree assigned to the requisition) if designated to do so in the Email Manager option. If there were notification emails that did not go through, an error will be tracked in the Activity Log (on the System Log tab) and an alert will appear on the main School Accounting System screen. If an email is rejected, the rejection notice will be sent to the appropriate address for the designated email address in the Email Manager option.