Requisitions User Guide (Legacy)

WARNING: This article contains documentation for the legacy ERP solution, Fleet-Net. Some of the features and processes described relate to the on-premise solution and may not accurately depict functionality in the new hosted solution, myAvail ETMS. Refer to Overview of Fleet-Net Features (Legacy) for features used throughout the legacy solution. New articles will be published as we update this content. Reach out to our Support Team if you have any questions.

Fleet-Net® for Windows Product of Avail Technologies, Inc.

Requisition Management Overview

Fleet-Net’s Requisition (RQ) module can help facilitate a company’s process for managing their purchasing activities. The Requisition module is the prelude to the Purchase Order module. The RQ module interfaces with the Purchase Order, General Ledger, Inventory, Vehicle Maintenance, Asset Management, Contract Management, Work Order and the Accounts Payable modules. 

Our integrated requisition system helps improve communication between the user (requisitioner), buyers and suppliers; between the various departments within a company who are responsible for handling either a full requisition and purchasing process, or parts of that process.  Email alerts keep all parties informed as to the status of the requisition.

The online Requisition is the document that defines the need for goods and/or services. A Requisition is a document generated internally by the transit agency to notify the purchasing department of items it needs to order, their quantity, and the time frame desired. The requisition is an internal electronic document that can be printed; it does not constitute a contractual relationship with any external party; it also documents the bidding process (Quotes), when necessary.

Purchase requests can be tracked against both internal departmental budgets as well as general ledger (GL) categories.

Requests for the purchase of goods and services are documented and routed for approval within the organization. Requisitioners, Authorizers and Buyers are setup with specific dollar range criteria and assigned to departments for which they will have control or permissions.

The online Requisition module generates a unique number for each requisition which once finalized will become a Purchase Order (PO) which will have a separate and unique number.

The RQ module can be used to procure stock (inventory items) or non-stock items as well as services.

Typically, it contains a description and quantity of the goods or services to be purchased, preferred make, a required delivery date, account number and the amount of money that the department is authorized to spend for the goods or services. Often, the vendor # of suggested supply sources are also included. Based on your agency’s internal procedures, the requisitioner or purchasing department can choose to use the suggested vendor or shop the item for a more competitive price or better quality item.

The requisitioner/buyers have the ability to track their quote/bid offers via the module and attach the vendors’ documents with their stated prices and length of time for which the offer is good.

Aside from quotes/bids, the RQ module allows for the sharing of documents with co-workers for easy collaboration with the ability to attach various types of documents such as the scanned original contracts, item or service specifications etc.

Requisitions can be printed at any point during the creation process. The user has control as to what data elements are to appear on the hard copy: full line detail, line item notes, the name of the documents attached, approvals with electronic signatures, price quote information (not the actual attachment) and funding information.

The important thing to remember when implementing the requisitions module is that the focus or the primary source of input for the purchasing department shifts from the purchasing (PO) module to the requisitions (RQ) module. The bulk of their duties will now be carried out via the RQ module with the final step of the requisition module being the creation of the purchase order which can then be accessed via the PO module but no longer modified.  

TIP: To view the user guide, download the attached PDF using the linked file at the bottom of this article.

User Guide Contents

  • PRODUCT DESCRIPTION

  • REQUISITIONS IMPLEMENTATION

  • ABOUT THIS GUIDE

  • REQUISITION

  • REQUISITION SETUP

    • DEPARTMENT SETUP (RQ)

    • EMPLOYEE AUTHORIZATION SETUP (RQ)

    • MISCELLANEOUS CODES (RQ)

    • TRANSACTION CONTROL (RQ)

  • REQUISITIONS FULL ENTRY

    • New

    • Master

    • Brief Line

      • Vendor #

      • History Button

      • Notes

    • Full Line

      • History

      • Notes

      • Quotes

    • Documents

    • Other GL

    • Contract/Project

    • Send Email

    • Transfer

    • Cancel

    • Validate

    • Authorize

    • Display Authorizations

    • Purchase Order

    • Clone

    • Print

    • Reset Pin #

  • AUTHORIZER AVAILABILITY

    • Authorizers

    • Update

  • REQUISITION STATUS INQUIRY

    • Search Req’s

    • Search Items

  • QUICK REQUISITION ENTRY

    • Line Items

    • Buyer

    • Cancel

    • Print

  • REQUISITION ENTRY

    • Notify Buyer

  • CREATING A REQUISITION

  • ADDITIONAL FEATURES

  • TURNING A RQ INTO A PURCHASE ORDER 70

     

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