Entering a Requisition

• Select the Print field to print the line item on the purchase order (once the requisition is approved and converted to a purchase order). Do not select this field if the line item is only entered to expense the cost of an item to one of several account numbers and does not need to be printed on the purchase order.

• Select the Post field to post the line item to the specified account number. Do not select this field if the line item is only entered to order an item that will be split between multiple account numbers.

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 have print on the purchase order to actually order the item from vendor, and then for the lines with account numbers, only select the Post field so they do not print on the purchase order. For example, if ordering 100 cases of copy paper that is expensed to 5 accounts, enter one line with only the Print field selected with the information to order the 100 cases of paper, and then enter 5 additional lines with the Print field unselected and only the Post field selected to split the expense among the appropriate 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:  If the Display Budget Balances field is selected in the Web Link Setup Options, the budget balance (including the total of unposted invoices, unposted purchase orders, and outstanding requisitions (those that have been approved but not yet converted to purchase orders)) and 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 appear above the list of detail lines to the right of the account description. If the Display Fund Balance field is selected in the Web Link Setup Options and the account number is in a fund defined as an activity fund, the appropriate fund balance will also display.

• Enter a description for the line item in the Description field, or enter one of the shortcut keys:  V to use the description for the vendor from the Vendors option, H to use the description entered in the header information, or 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 ID of 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, if desired.

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

• If the Quantity and Unit Price fields were completed, the system automatically calculates the total cost of the line item and displays it in the Amount field (the amount can be changed, if needed); otherwise, 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 entering the requisition is tied 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.

• Enter a description for the bid in the Description field, if desired.

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

• 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.

Tip: 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. Keep in mind, 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.