Requisitions SOP 007-FIN-RQ-010

This SOP outlines staff responsibilities and related procedures for creating a requisition in ETMS. The requisitioner/buyer will be responsible for identifying vendors, and costs, getting quotes, etc. When completed, the requisition is sent for additional authorization/ approval, then converted into a purchase order, ready for submission to the vendor. 

Purpose

The purpose of this SOP is to create accurate requisition, with built-in checks and balances, for company supplies to be sent for approval to ensure efficient processing, and accounting of funds for their distributions, and to reduce operational impact issues.

Operational Impact & Metrics

• To enable operational efficiencies by providing necessary equipment in a timely manner
• Accounting for costs and distribution of funds
• Data Integrity/built-in validations

Definitions- these definitions are for the line items.

Frequency

• As needed

Positions & Responsibilities

• Department Requisitioner
• Department Authorizers  
• Procurement Department Staff

Procedure

1. From the Product Suite Finance/Procurement/Requisitions, select Requisition Entry-Full Card and enter the following:
   • Buyer/ Requisitioner/ Authorizer, enter employee number and name will populate.
   • Enter PIN #
   • Fiscal Year will auto-populate, can be adjusted
   • Department/Location will auto-populate. If the user is assigned multiple departments, the department and location can be adjusted
2. Select New to create a requisition. 
   Note:  Selecting Yes will display a new Requisition # and selecting No will cancel.
3. Select OK when prompted with New Requisition #. The new requisition # will now populate
4. Enter in the following information:
   • Date Wanted
   • Purpose (User can add a new code via the Green Checkmark here)
   • Order From -- Select vendor from the drop-down list or select Red Question Mark to search.
     Note:  There will be a prompt to use the selected vendor for all line items, select Yes or No. If yes is selected the vendor number will populate on the line item. Create a new requisition if there is a different vendor for a line item. 
   • Ship Via and Terms (Will populate automatically if the information was entered on the Vendor Master form). 
   • Select Full Line-Fill out all fields needed 
   • If needed for a specific asset, you can enter Work Order #, Asset Type, or Asset #.
     **History button- You can search through past Requisitions to see which vendor(s) a part was ordered from in the past. If desired, can click Requisition and add the item to the RQ you're working on.
     **Notes button can be entered by selecting Notes, with an option to print on the requisition/PO
     **Quotes button can be entered by selecting Quotes. Complete as much information as you can. The authorizers can examine this information when they receive this RQ for approval. These can be vendors from AP, chosen via the red question mark or simply enter the new company’s information. Documents like quotes, photos, and spec sheets can be attached in the document field on the right.
5. After all line item(s) have been entered, the Requisitioner will click Validate. This verifies the integrity of the data entered on the RQ.  The user will see a confirmation message. Click Yes to validate and No to cancel. 
6. Select Send Email and choose recipients. Select Notify Authorizers:
   • An email comment can be entered if preferred.
   • New Status should be changed to Authorization Pending
   • Select Get Email List.
   • From the display list, select the Authorizer that needs to be emailed. This individual is the approver for the requisition.
   • Select Send Email from the form
7. Those who authorize requisitions will receive an email to approve/ deny the requisition. 
8. The approver will access ETMS- Finance/Procurement/Requisitions/Requisition Entry-Full to approve the RQ. 
9. After all authorizations are complete, the requisition is emailed to the buyer via the Send Email (located underneath the Avail logo) on the right of the form.
10. The buyer will go to ETMS- Finance/Procurement/Requisitions/Requisition Entry-Full to convert the Requisition into a Purchase Order via the Purchase Order button under the Avail logo on the right side of the form. 
11. The Requisitioner/Buyer sends the PO to the vendor.
12. Transfer button
    • The requisition must still be in NEW status to use the transfer feature. When a supplier does not have the quantity desired, another vendor may be needed. Let's say an RQ was created with two items on it. While shopping for prices, the Requisitioner realizes they will need to order one of the two parts from a different vendor.
      • Create a new RQ for the new (second) vendor.
      • Open the original RQ and click on the Transfer button.
      • Enter the following information:
        • Department #
        • Location
        • Select the new RQ number from the dropdown
        • Click in the Sel box (far left of the screen) and select the items you want to transfer to a different RQ. 
        • Select Update
      • You will see a popup message. Select Yes to move the chosen items from the first RQ to the new RQ.
13. Cancel Button
    • An RQ can be canceled and later reinstated. When you cancel an RQ, it is no longer editable, unless you return the requisition status to New. When you interact with the toggle button, you'll see popup messages to confirm your preferred action. 
14. Clone button
    • The Clone option will duplicate a requisition. The user must be a buyer or requisitioner for the department. A confirmation message displays with the next requisition number for verification. Click OK. The Requisition Master form displays that the cloned Requisition will be in a ‘New’ status and all fields are available for editing if needed.

Supporting Articles

How to Create a Requisition in ETMS