Requisitions Implementation
Product Description
The 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.
The requisitioner/buyers can 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.
Requisitions Implementation
It is understood that the Systems Administration Guide had been followed completely and that all other modules are working prior to the Requisitions module installation.
As with all Avail ETMS modules, the module must first be installed as directed in the System Administration Guide.
Navigation
Requisitions Setup
This portion describes the setup and features of the Requisitions module.
The setup cards all reference an (RQ) on them.
Department Authorization Setup
The Department Setup option identifies the departments that will be creating requisitions. Set up department code and description by clicking the green check mark to bring up the Department table.
Dollar amount ranges and the number of authorizers for each dollar range must be set up for each department. The screen shot below illustrates that, when a requisition is created for Department Maint and the total dollar amount is equal to or less than $3,000, it will require 1 authorization to finalize the requisition. Requisitions for more than $3,000 will require 2 authorizations to review and finalize, etc.
| Field | Max Field Size | Field Type | Description |
|---|---|---|---|
| Department | 5 | Alpha/Numeric | Select the Department from the dropdown list. New departments can be added by clicking the Green Checkmark. |
| Department Description | Alpha/Numeric | Auto-populates based on the Department selected. | |
| Amount Range | 1 | Number | Enter a one-digit sequential number that identifies each dollar amount range. |
| From Amount | Currency | Enter the beginning dollar amount for the specified range. The first range should start at $0.00 as shown above. | |
| Thru Amount | Currency | Enter the ending dollar amount for the specified range. | |
| # Required | 1 | Number | Enter the number of authorizers required to approve a requisition for each range. |
The next step is to set up/identify the various roles for each range. Click the green check mark to access Setup Roles. The example below illustrates a couple of options as to how roles can be set up. Other options are also possible depending on agency rules. These roles will be assigned to various people throughout the requisition process.
| Field Name | Max Field Size | Field Type | Description |
|---|---|---|---|
| Code | 10 | Alpha/Numeric | Enter a user-defined code to assign to Roles to each Department. |
| Value | 30 | Alpha/Numeric | Enter a definition of the Role created. |
Once Roles are defined, they must be assigned to each Department and Amount Range. Click Assign Roles; the following form displays.
The # Allowed field on this form must match the number designated on the # required field from the Limits form.
Amount Range 2 requires two authorizations so the type and number of authorizers must be defined. In the example above, if two authorizations are required, the requisition can be authorized either by one Executive Director and one Department Manager, or it can be authorized by two Department Managers. Please note that the Executive Director is usually going to be authorizing over $5,000 but must be set up in all ranges.
Refer to the Employee Authorization Setup section of this the manual for instructions for assigning roles to specific employees.
Click Delete to delete a Department. Take care not to delete a department that has had requisitions created for it.
Employee Authorization Setup
Choose this card to add employees and define their roles for Requisitions.
Employees must be set up in the Personnel Card. They must have the Requisitions box checked on their User Settings tab and have created a PIN number in their My Profile at the upper right corner by clicking on their name.
Select the Authorizer/Requisitioner Id from the dropdown.
| Field | Max Field Size | Field Type | Description |
|---|---|---|---|
| Name | 40 | Alpha/Numeric | Enter the employee name. |
| Available for Authorizing | Yes/No | Check this box. If yes, then the person is able to be used for authorizing requisitions. | |
| All Full Detail Line Entry | Yes/No | Check this box. | |
| Job Title | 50 | Alpha/Numeric | Enter the employee’s job title. |
| Auto Print Signature on PO | Yes/No | Click this box, if you want the Employee’s Signature to print on each PO created through Requisitions. (See next box for more information). | |
| Auto Signature Amount | Alpha/Numeric | If this person’s signature needs to be on every PO issued, click the previous box and put 0.00 in this box. If the signature only needs to appear on purchase orders over $25,000.00, for example, put that in the box. (Note: if the employee authorizes an RQ, and these boxes are populated, their name will appear on the final Purchase Order twice) Note: use this sparingly as this user will show as authorizing an RQ, even if they have not seen it. |
|
| 50 | Alpha/Numeric | Enter the employee’s email address. | |
| Path to Signature | 100 | Alpha/Numeric | Enter the path to the location in the Windows O Drive where the employee’s electronic signature is stored so it will print on the RQ. Include the document name containing the employee’s electronic signature. This is optional. |
| Default Department | Select the department that will default when the selected employee accesses requisitions. The department can be changed once the employee signs in to the RQ screen to look at RQs in the other departments they are authorized for. | ||
| Default Location | Select the location that will default when the selected employee accesses requisitions. The location can be changed when creating or authorizing a requisition to any location that the employee is assigned to. | ||
| PIN Expiration Interval (Days) | These fields are grayed out. In ETMS, PINS are reset by the employee on their My Profile page | ||
| PIN Expiration Date | These fields are grayed out. Not required in ETMS. | ||
| Enter PIN | These fields are grayed out. Not required in ETMS. | ||
| Re-Enter PIN | These fields are grayed out. Not required in ETMS. | ||
| Reset PIN | These fields are grayed out. Not required in ETMS. |
Click Departments to assign Departments to the selected employee.
| Field | Field Type | Description |
|---|---|---|
| Dept. # | Select the Department(s) being assigned to the employee from the dropdown list. | |
| Description | Auto-populates based on the Department selected. | |
| Authorizer | Yes/No | Check the box if the selected employee is an authorizer for the Department. |
| Authorization Amount | Currency | Enter the maximum amount the selected employee is allowed to authorize for the Department. |
| Requisitioner | Yes/No | Check the box if the selected employee is a Requisitioner for the Department. |
| Requisition Amount | Currency | Enter the maximum amount the selected employee is allowed to requisition for the Department. |
| Buyer | Yes/No | Check the box if the selected employee is a buyer for the Department. |
| Buyer Amount | Currency | Enter the maximum amount the selected employee is allowed to purchase for the Department. |
| Field | Description |
|---|---|
| Dept. # | Select every Departments being assigned to the employee from the dropdown list. |
| Description | Auto-populates based on the Department selected. |
| Authorization Role | Select the authorization role from the dropdown list. |
| Role Description | Auto-populates based on the authorization role selected. |
If the employee will not be authorizing requisitions for any Department, this step is not necessary.
For the authorizations received during the RQ process to print on the PO in the Purchase order module the same authorizers set up in RQ must be set up PO.
Signatures
Avail has the ability to add signatures to Requisitions and Purchase Orders. The signature needs to be saved to a file in the Windows O drive, and that path entered on the Employee Setup as shown below.
The system can add the approval with the signature to the printed PO by setting up the miscellaneous codes as follows.
Use Requisition for Authorization need to be True.
If only the authorization is desired, but not the signature, change the authorizations as follows.
Miscellaneous Codes
Miscellaneous Codes define various codes that will be used throughout the Requisition module.
Each Avail application includes a list of miscellaneous codes that are used within the system. Some of these codes are preset by Avail (Specific) while others are agency defined.
| Field | Description |
|---|---|
| Type | Select from the dropdown options. |
| Code | Code used to identify the type of code. |
| Value | Definition of code. |
The Print button will print a listing of all Miscellaneous Codes if no entry is in the Type field. The report will display the TYPE, CODE and VALUE.
AuthorizationRole: (User Defined)
CancellationCode: (User Defined)
ControlRecord
The first will allow user to use distribution codes.
The second will allow authorizations obtained in the RQ module to follow over to the PO module.
DocumentCode: (User Defined)
EmailOptions: (Specific)
Designate the path to the location where the requisitions will be exported and saved.
Most users will have ReportType pdf.
HowQuoteObtained: (User Defined)
Location: (User Defined-In Purchase Orders)
ReqStatus: (Specific)
These are hard coded, but transit can add others, if desired.
RequisitionFormat: (Specific)
This delineates the choices when printing an RQ.
RequisitionPurpose: (User Defined)
ShipVia: (User Defined)
Transaction Control Record
The Control Record Setup is used to assign locations to departments and assign the value for the sequential numbering of requisitions created for each department/location combination. This is a required step as location displays when user logs into the Requisition Entry screen. If the transit does not have various disparate locations, 1 can be used for all departments for simplicity. The Value shows the last RQ created. In the example below, the next RQ created for department Comm will be 147.
| Field | Max Field Size | Field Type | Description |
|---|---|---|---|
| Department | Select the applicable department from the dropdown list. | ||
| Location | Select the location to be assigned to the selected department.* | ||
| Value | 12 | Alpha/Numeric | Enter the last requisition number for each department/location combination. In the example above, the next requisition number for FAC Department – Location 1 would be 3450. |
| Maximum Value | 12 | Alpha/Numeric | Enter the maximum value for auto-numbering requisitions. |
| Max Digits | 2 | Number | Enter the maximum number of characters to be used when generating Requisition numbers. In the example above, the Requisition numbers cannot exceed 5 digits. |
| Leading Zeros | Check this box if you wish leading 0’s to be added at the beginning of the RQ number. |
*The character entered as the location will be the first character of the Purchase Order number. This allows for different locations or departments in the agency to have a unique Purchase Order number range, if desired.