Requisitions Entry

There are two options for creating Requisitions; Full Entry and Quick Entry.
For ease of explanation, this manual will use the following scenario.

• The requisitioner fills out the form and emails it out for authorization.
• The required number of authorizations are obtained.
• The form goes to the buying department/designated individual to be made into a PO.
• The buyer will then send the PO to the vendor.

Requisitions Full Entry

User will key in their number. Their name will display, and the PIN field will appear. Key in the PIN and Enter.

Field	Max Field Size	Field Type	Description
Buyer/ Requisitioner/ Authorizer	8	Alpha/Numeric	Enter the Buyer/Requisitioner/Authorizer number assigned in employee setup.
Description	40	Alpha/Numeric	Auto-populates with the employee name for the Buyer/Requisitioner/Authorizer number selected.
Fiscal Year			If the current fiscal year does not auto-populate, user will need to choose it from the dropdown.
Department	5	Alpha/Numeric	Auto-populates with the default department assigned to the Buyer/Requisitioner/Authorizer. Alternate departments (or ALL) can be selected.
Location	2	Alpha/Numeric	Auto-populates with the default location assigned to the Buyer/Requisitioner/Authorizer. Alternate locations (or ALL) can be selected.
Status (Specific, not user Defined)			If left blank, all requisitions will be listed and available for selection. Selecting a specific status filters the list by status. A - Authorization Pending: Requisitions pending approval B - Buyer Pending: Requisitions ready to be submitted to Procurement C - Cancelled: A requisition is cancelled when the cancel button has been selected on either an authorized or unauthorized requisition. The Cancel button is a toggle switch that will switch a cancelled requisition back to new status if clicked again. This can be done for all statuses except Purchase Order issued. F - Ready for Buyer to Create a Purchase Order: Requisition has been shopped and approved and is ready to be locked down into Purchase Order status. N - New: A requisition is in New status when first created. P - Purchase Order Issued: Requisition that was finalized and turned into an authorized Purchase Order.
Requisition #	12	Alpha/Numeric	Select the applicable Requisition from the dropdown list. The Requisition number, creation date, Purpose and Status will display in the dropdown list. Only requisitions for the departments assigned to the user will be available for selection.
Buyer		Yes/No	If the user was designated as a Buyer for the department and location selected, this box will be checked.
Requisitioner		Yes/No	If the user was designated as a Requisitioner for the department and location selected, this box will be checked.
Authorizer		Yes/No	If the user was designated as a Authorizer for the department and location selected, this box will be checked.

New

Click New to create a new Requisition. The following confirmation message displays.

If Yes is selected, the following confirmation message displays.

Click OK; the following form displays:

Field	Max Field Size	Field Type	Description
Requisition Date	N/A		Auto-populates with the current system date and time.
Date Wanted		Date format mm/dd/yyyy	Enter a date wanted or select a date from the calendar. This is a required field. The date entered cannot be earlier than the current date.
Status	N/A		Auto-populates with ‘New’ when first created.
PO #			This field will remain blank until the Requisition is turned into a Purchase Order.
Purpose	8	Alpha/Numeric	Select the purpose for the Requisition. If not in the list, click the green check mark to add. Assigning a purpose makes the Requisition easier to identify when selecting. This is required.
Contract #	N/A		If the Contract Module is in use, the field will auto-populate with the contract number. This will carry over to the PO.
Order From		Alpha/Numeric	If the user knows which Vendor will be used, they can select the Vendor Number from the dropdown list.*
Name	40	Alpha/Numeric	If a Vendor was selected, the Vendor name will auto-populate this field.
Address 1 & 2	40	Alpha/Numeric	If a Vendor was selected, the Vendor address will auto-populate this field.
City/State/Zip			If a Vendor was selected, the Vendor City/State and Zip will auto-populate this field.
Attention	40	Alpha/Numeric	If a Vendor was selected, the Vendor Attention field will auto-populate this field.
Phone 1 & 2	14		If a Vendor was selected, the Vendor phone numbers will auto-populate this field.
Fax #	14		If a Vendor was selected, the Vendor fax number will auto-populate this field.
Email Address	50		If a Vendor was selected, the Vendor email address will auto-populate this field.
Vendor #	8	Alpha/Numeric	If a Vendor was selected, the Vendor number and name will auto-populate these fields.
Ship To			Auto-populates with the ‘Ship To’ address from Purchase Order module.
Bill To			The ‘Bill To’ address that was assigned to the selected Department/Location (in the Purchase Order module) will auto-populate these fields.
Pay To			If a Vendor was selected, the ‘Pay To’ address will auto-populate these fields with the address from the Vendor Master File.
Ship Via	15	Alpha/Numeric	If a Vendor was selected, and the Shipping instructions were defined for the vendor, this field will auto-populate. This field can be edited.
Terms	15	Alpha/Numeric	If a Vendor was selected, terms that were defined in the Vendor Master File will auto-populate this field. This field can be edited.
FOB	15	Alpha/Numeric	If a Vendor was selected, and the FOB was defined in the Vendor Master File will auto-populate. This field can be edited.
Buyer	N/A		Once a buyer is assigned to this Requisition, this field will auto-populate. This field cannot be edited.
Requisitioner	N/A		This field auto-populates with the name of the user who created the Requisition. This field cannot be edited.
Retainage Percent	4	Number	Enter the retainage percentage, if applicable. This is an information field only; it will not carry forward to invoices.
Retainage Amount		Currency	Enter the retainage amount, if applicable. This is an information field only; it will not carry forward to invoices.
Comment	255	Alpha/Numeric	Enter comments. User can put name and phone here and it will print on the PO.
Taxable Freight		Yes/No	Check this box if the purchase will be subject to sales tax on freight charges.
Gross		Currency	The Gross is the total of the line items. This field cannot be edited.
Taxable Gross		Currency	The Taxable Gross is the total of taxable line items and taxable freight. This field cannot be edited.
Sales Tax Percentage	4	Number	If a Vendor was selected, the Sales Tax Percentage that was defined in the Vendor Master File auto-populates this field. This field can be edited.
Sales Tax Amount		Currency	This is a calculated field. This field can be edited.
Freight		Currency	Enter freight amount. This field can be edited.
Deposit		Currency	Enter a deposit, if applicable. Amounts entered will be subtracted from Net Due.
Net Due		Currency	Net Due is a calculated field. It is the sum of Gross plus the Sales Tax Amount, Freight and less the Deposit.

*If a Vendor is selected from the ‘Order From’ dropdown list, the following prompt displays.

If Yes is selected when line items are entered, the vendor selected on this form will auto-populate every line item.

Master

Click Master to return to the master form after other button options have been selected.

Brief Line

All requisitioners will have access to the Brief Line option which has a limited number of fields that are visible, unlike the Full Line option. Both the Brief Line and Full Line options will allow the requisitioner to create line items to designate items they wish to purchase. Items can be stock or non-stock. This is most often used when the requisitioner is not the person who will shop the item and get prices.

Click to enter line items in the abbreviated format. The following form displays.

Field	Max Field Size	Field Type	Description
Line	3	Number	This field will auto-populate with a sequential number.
Stk		Yes/No	Check the checkbox if the line item is an inventory item. Leave the box unchecked if it is not.
Internal Item #	20	Alpha/Numeric	If the Stk box was not checked, this field defaults to NS (Non-Stock). If the Stk box was checked, enter the inventory item number or search for it by clicking the red question mark.
Description	50	Alpha/Numeric	If the Stk box was not checked, enter a description of the item. If the Stk box was checked, the description auto-populates based on the inventory item number.
U/M	2	Alpha/Numeric	Select Unit of Measure from the dropdown list.
Vendor #	8	Alpha/Numeric	If an existing vendor will be used, enter the vendor number or click the red question mark to search by Vendor #, Vendor Name or Search Name. If a vendor number was assigned on the requisition master and the user indicated Yes to update all subsequent lines automatically, the vendor # will auto fill for every new line created.
Vendor Description			The vendor description will auto populate for a stock item, previously ordered from the vendor. User can fill out the vendor description for non-stock items, if they have the information.
Vendor Part #	30	Alpha/Numeric	If the particular stock item has been purchased in the past from the vendor specified the vendor part # will automatically fill in. If it has never been purchased from this vendor, enter the vendor’s part #.
Vendor Part # Description	50	Alpha/Numeric	If the item was purchased before, it will auto populate. Otherwise enter the vendor’s description for this item.
Date Wanted		Date Format	Will auto populate from the Master screen.
U/M	2		Enter the Vendor’s unit of measure. This may be different then the internal item’s unit of measure.
Quantity		Numeric	Enter in the quantity desired.
Unit Price			Enter in the unit cost for the item being requested. This field can initially be left blank so that the procurement department can shop it. Before the requisition is turned into a PO, costs must be assigned.
Tax		Yes/No	User must put a check mark in this field if the item being requested is subject to sales tax.
Total Price			The system will calculate the Total Price by multiplying the Quantity times the unit cost. This field cannot be modified.

Additional Buttons

History	This option allows the user to search the entire requisitions history database by a description for similar items requested. The search includes both stock and non-stock items. See more detailed description of this option below.
Notes	This option allows the user to create notes pertaining to the specific line being created. See more detailed description of this option below.
Totals	Click Totals to re-calculate the line totals for a grand total of all lines.

Vendor #
Click the  next to the vendor number to search the item’s vendor history. These records returned include all vendors from whom this part has been purchased. Record are listed in order of date last purchased.

The information provided is shown below.

Double clicking in the vendor # field will populate the line item in your requisition with the vendor #, description, vendor part #, vendor’s description and unit of measure.

If the Vendor Part # is revised to something other than what is in the vendor part history the following prompt will appear. This may be necessary if a vendor part # has been superseded (changed by the vendor).

The vendor part number may have been entered in error, therefore, the system is alerting the user and the No option should then be clicked. If the number is correct for this vendor, click Yes to proceed.
When the requisition is turned into a PO and goes through the receiving cycle, it will update the Inventory Master for the item on the Vendors button in the vendor part history record with the updated vendor part number.

History
History allows the user to search the entire requisitions database by item description. It will search both the internal part # description and the vendors’ description. The History search feature works for both stock and non-stock items.

Enter the item description in the Search by Item Description field and then click Search.

In the example below, the search is for the last item with a description including the word desk. Multiple requisitions have been identified as having “desk” on one of the lines.

To view a Requisition from the list above, click Requisition.

When it is determined that a line item from a previous requisition should be entered on the current requisition, click Save. The line item from the selected historical requistion is inserted into the current requisition. Edits can be made if necessary.

Notes
Notes will allow the user to create notes that are specific to the line that was selected.

Field	Field Type	Description
Line		The line will auto populate and will correspond to the line item selected.
Comment	Alpha/Numeric	This is a memo type field which allows for almost unlimited text.
Print on PO/Req	Yes/No	Check the box, if the note should appear on the printed PO and/or requisition.
Created		This system created field will list the user, time and date and form which created the notes record.
Updated		The system will automatically populate with the last user to revise the notes record and also list the time and date and the form which revised it.

Full Line

The Full Line option is accessible to those users that have been given rights to it via the Allow Full Line Detail Entry button within the Employee Authorization Setup form. Full Line works the same way as
Brief Line, but it has more fields and two additional buttons to choose from.
Both the Brief Line and Full Line allow the requisitioner to create line items to designate items they wish to purchase. Items can be stock or non-stock. Below are the additional fields available in Full Line entry.

Field	Description
Work Order#	Manually enter a WO # or use the  feature to search a work order by WO #, Open Date or Asset #. (See below for more detail on this feature.) Once a WO # has been entered, it will populate the adjoining Asset Type and Asset # fields that were assigned to the work order. It may be helpful to fill in the WO number if a bus is down and this particular work order is waiting on the part about to be ordered.
Asset Type	If a Work Order # was selected, this field and the Asset # are automatically populated. If no WO# is entered, the Asset Type field is used in conjunction with the adjoining Asset # field. Use the dropdown option to select an Asset Type. The Asset type selected will determine which assets will be seen in the adjoining Asset # field. Example: by selecting Asset Type V will bring up all of the agency’s vehicles, C will bring up all components etc.
Asset #	Enter an Asset # or use the  feature to search. The Asset Type selected will determine which search criteria prompts will appear. (See below for more detail on this feature.)
Budget Div/Account	Using the dropdown listing, select the Budget Division and Account number, that should be debited for this item’s purchase.
Budget Month/Year	The current Budget Month and Year will be system generated.
Posting Div/Account	Using the dropdown option, select the Posting Division and Account number to incur the cost of the item being ordered. This field defaults to the account number set up in product class for inventory items.
Reason	The reason can be used for other things but its main use is to give more detail as to the reason for the cancellation of the specific line.
Cancelled	Place a check mark in this field if the line is not approved and should be cancelled.
Cancellation Code	Use the dropdown option to pick a cancellation code. The codes are setup via the Edit Miscellaneous Codes form.
Quotes	In Full Entry, Quote information can be entered. See below for field descriptions.

Double click the  to search for the Work Order #.

Enter data into the search fields or use the dropdown options to select. Once selected click Update and the system will populate the Asset # field with the data entered. Click Cancel to abort.
Double click the  to search for the Asset #.

The code entered into Asset Type will determine which search window will appear. The form below will appear if the Asset Type entered was a “V” for vehicle or any letter used within the Asset Management form to categorize asset types.

Enter data into the search fields or use the dropdown options to select. Once selected click Update and the system will populate the Asset # field with the data entered. Click Cancel to abort.

The form below will appear if the Asset Type entered was an “I” for Inventory. You can search the form for the Internal Item # field (to locate the item number for a stock part in the Fleet-Net inventory).

Enter data into the search fields or use the dropdown options to select. Once selected, click Update and the system will populate the Internal Item # field with the data entered. Click Cancel to abort.

Additional Buttons

History
This feature allows the user to find other similar items that have been ordered through the Requisitions module in the past. Part will be displayed with vendor and pricing information. The user can click Save to add the item onto their Requisition. They can click on Requisition to see the original RQ.

Notes

This feature allows the requisitioner to create unique information specifically about this item. Click on Note and this form will display. The Line number corresponds to the line number in the Requisition. Click the box at the right and the note will print on the purchase order or requisition.

Quotes
The requisitioner can enter all the information about the quotes that were obtained using this button. Fill out the information as completely as possible. Later, those asked to authorize this RQ can examine this documentation, but not make any changes to it.

Field	Description
#	Auto populated when a Vendor # is entered.
Vendor #	Select or enter the vendor # that issued the quote. Use the question mark to search for vendor numbers set up in Order From addresses.
Vendor Name Vendor Address	These fields are auto populated from Order From setup. If the vendor is not a current vendor, the Name and address can be entered without a vendor number.
Contact Name	Enter the name of the sales rep from which the quote was obtained.
Phone	Enter the Contact’s phone number.
Date Quoted	Enter the date the quote was obtained.
Valid Thru Date	Enter the date the price quoted will be honored.
Qty Quoted	Enter the quantity quoted.
Price Quoted	Enter the cost for the item based on the quantity quoted.
Extended Price	Extended cost will be calculated.
Price Determination	Select the method for choosing one quote over another. Additional methods can be added at the green checkmark.
Document	Right Click to insert the quote document that is saved on your network. The document is linked and displays as an icon. The document attachment can be deleted.
Attached Document	Once the document is attached, this flag will be checked.

If quotes have been entered into Avail for this item, there will be a check mark on the Line item.

Additional Fields

Fixed Asset	This is informational only.
Cancelled	This can be checked if an authorizer does not want the item in this record orders.
Cancellation Code	Person canceling the item chooses the reason from the dropdown.
Reason	Additional notes can be added as to why it is being cancelled.

Documents

This form allows for entry of additional information pertaining to the requisition. Select Document Code to identify what kind of note is being added. For example, the user can insert a photo, diagram, or description, a copy of a contract or warranty, or just user notes about the requisition that may need to be referenced in the future.
Enter a Reference to uniquely identify this document/note addition. It can be a number, a date reference or the name of the person making the note. The Comment field will date and time stamp any note entries to help in future research. An attachment may be added and can be in the form of a photo or text document and simply copied and pasted in the Attachment space. A Hyperlink may also be entered to access a specific web page or to access a file on your computer.

Field	Description
Document Code	Select the applicable type from the dropdown list or add a new type by clicking the green check mark. This is a required field.
Reference	Enter a reference specific to this comment/attachment (i.e. document name, date, sequential number etc.) This is a required field.
Comment	Enter any applicable comment. Entries are time date and user stamped.
Attachment	Right click in this field to activate the attachment process.
Attached Document	Check box will be checked when some sort of document has been attached.
Hyperlink	Enter a valid internet address. Once entered the address can be clicked and it will direct the user to the internet and the specific web site indicated.
Print On Requisition/PO	Place a check mark if the comments and attachment icon should print on the requisition and the PO.

Other GL

If the Sales Tax, Freight, or Deposits were entered on the Master screen, this option allows the user to enter the appropriate GL posting account numbers. Unlike the Full Line button option, no GL accounts are automatically populated.

Field	Description
Line	If no tax, freight or deposit has been assigned to the requisition via either the Master or Line item buttons, when the Other GL is selected, a blank grey screen will appear. Once data has been populated for these items, the line records will appear. Line 900 is reserved for Sales Tax, Line 901 for Freight and line 902 for Deposit.
Tax	This field will automatically be checked if tax was marked as applicable to the particular line item within the Master or the Line button options. It is not possible to revise this setting from this field.
Total Price	This field cannot be revised and is calculated based on data entered via the Master and Line button options.
Work Order#	Manually enter a WO # or use the feature to search a work order by WO #, Open Date or Asset #. (See below for more detail on this feature.) Once a WO# has been entered it will automatically populate the adjoining Asset Type and Asset # fields that were assigned to the work order. It may be helpful to fill in the WO # if a bus is down and waiting on the part from this particular work order.
Asset Type	If a Work Order # was selected, this field and the Asset # are automatically populated. If no WO# is entered then the Asset Type field is used in conjunction with the adjoining Asset # field. Use the dropdown option to select an Asset Type. The Asset Type selected will determine which assets will be seen in the adjoining Asset # field. Example: by selecting Asset Type V will bring up all of the agencies vehicles, C will bring up all components etc.
Asset #	Enter an Asset # or use the  feature to search. Depending on what Asset Type was selected will determine which search criteria prompts will appear. (See below for more detail on this feature.)
Budget Div/Account	Using the dropdown listing, select the Budget Division and Account number, that should be debited for this item’s purchase.
Budget Mon/Year	The current Budget Month and Year will be system generated.
Posting Div/Account	Using the dropdown option, select the Posting Division and Account combination for the item’s posting. This field defaults to the account set up in the product class for known items.

Contract/Project

This option allows a Contract and or Project to be assigned to the Requisition. For transits using GM, PT and CT, it is important to assign the correct contracts and projects to Requisitions for tracking purposes.
Contracts and Projects must be set up in Contract Maintenance and Project Tracking modules prior to assigning them to a Requisition. The vendor assigned to the requisition must have been assigned to the Contract.
Select Contract #.
Click the red question mark to search for Contract # by number, Description, or Vendor Name. If no vendor is assigned to the requisition, all contracts are available.

Once a Contract is selected, all fields are populated from the Contract Maintenance data
Select a Project # from the dropdown. If a Contract # is selected, only projects that have been assigned to the Contract are available. If no contract is required, then all active projects are available.
Once the project is assigned, the Project Funding displays and the Requisition Amount is required.
Click Totals to calculate the Total Distribution.

Send Email

This option is used to send emails back and forth regarding this Requisition. The Requisitioner fills out the RQ and emails it out to get authorizations. Authorizers can send emails, forwarding the RQ on to the buying department or back to the original Requisitioner with comments or a denial. The user will select any or all of the options: Notify Authorizers, Notify Buyers and/or Notify Requisitioner. Click Get Email List; the list displayed will be all persons that are assigned the options selected. Choose the person or persons who will receive the email.

Select the New Status from the dropdown list. The status will change for the selected Requisition to the status selected from the dropdown list when email is sent.
New Status options are: Authorization Pending, Buyer Pending or Ready for Buyer to create PO.

The Print Options allow the sender to tailor how the RQ will look for the recipient.
Click Send Email next to Get Email List to send the requisition as an attachment.
The email recipient can view the requisition as a pdf attachment. User must log into ETMS to view the entire requisition and authorize it.

Transfer

The Transfer allows the user to transfer lines from one requisition to another.

This is necessary because the initiating requisitioner may have entered multiple line items on one requisition that will need to be shopped to determine who has the best price, etc. Since each requisition can only have one Order From vendor assigned before it is turned into a PO, some line items will need to be transferred to new requisitions that have been created for different vendors.

At many transit agencies, it is the procurement department that is responsible for shopping the items for best cost, quality and lead time. A requisitioner submits a requisition with two line items. After shopping the items, it is determined that they will be purchased from two different vendors. The user will then assign the vendor part #’s and descriptions to the line items. Line 1 will include the item pertinent to the first vendor and Line 2 will include the item pertinent to the second vendor.

The user will create a new requisition that has an Order From with information for the second vendor.. The buyer will open the original requisition, click Transfer, select the Department and Location and the Requisition created for the second vendor. The Selection field will be checked for Line 2 and when Update is clicked, the item on Line 2 on the original requisition will be moved to the requisition for the second vendor. The original requisition will now only have Line 1.

Cancel

Cancel serves as a toggle button to cancel and then if necessary, reinstate the requisition. The status of the requisition will become “Cancelled”. No changes are permitted to the requisition once it’s been cancelled.
If it is determined that this RQ can be reinstated, Cancel is selected again, and it will reinstate the requisition and change the status from Cancelled back to New.

Click Yes to continue with the cancellation process and the following message will display. Click OK.

To reinstate a cancelled requisition, click Cancel. The following prompt displays. Once completed, the status will change from Cancelled back to New.

Click No to cancel. Click Yes and you will receive the message below, click OK.

Validate

Validate checks the integrity of the data entered on the requisition. Some of the issues reported by the validate option include:

• Invalid Date Wanted
• Purpose Missing
• Buyer Id Missing
• Pay To Vendor # Missing
• GL Div/Account Missing

The validate option should be executed before the requisition is sent out for authorization to ensure it is complete.

Click Yes to proceed and user will see a message detailing what data is missing or Validation Complete. They can go back and correct the entry and validate again till they receive the second message.

    or   

When the Requisition has been filled out and validated, the user will send emails to the authorizers. The sender can choose New Status of Authorization Pending in the Send Email Process. Once the email is sent, the status of the RQ will change to Authorization Pending.

Authorize

Requisitions must be authorized before a purchase order can be generated. The form will display the number of authorizers required. Each authorizer will sign into ETMS and navigate to Requisitions, review the RQ, and click Authorize to approve the requisition. Once the number of Authorizations required equals the number of Authorizations Found, the RQ is ready to be turned into a Purchase Order.

Field	Description
Authorizations Required	Automatically populated with the number of authorizers needed to approve the requisition based on the total dollar amount and the department assigned. This is based on the data in the Department Setup form.
Amount to be Authorized	Automatically populated with the grand total dollar amount of the requisition.
Authorizations Found	Indicates the total number of users that have already authorized this requisition. Once the “Authorizations Required” field equals the “Authorizations Found”, it can be finalized.
Authorization Role	Lists the authorizers’ role and description of those who can authorize this RQ. Field cannot be revised.
Authorization Date	Will auto fill once Authorize is selected and will list the date and time the user authorized the requisition.
Comment	Allows the authorizer to enter comments.
Role	Populated with the authorizers’ role. Field cannot be revised.

Once a user selects Authorize, the following prompt displays confirming the authorization and the Authorizations Found field will increase by one. The Authorization Date and Role fields will also become populated.

Click OK.
Once a requisition is authorized, emails are sent the buyer(s) to generate a Purchase Order. The status can be changed to Ready for Buyer to create PO.
If a user attempts to authorize a requisition that exceeds his limits for that department, this prompt will display.

Click OK.

Unauthorize

If the user authorized a requisition and wishes to retract the approval, open the RQ, click the Authorize button, then click Unauthorize.

This prompt displays.

Click No if you do not wish to go forward with the un-authorization process or click Yes to proceed.

The following prompt confirms removal and the number of Authorizations Found is reduced by one.

Click OK.

Display Authorizations

Select to view all Authorizations that have been obtained for this RQ.

Purchase Order

When the Requisition has been completed, has its required quotes, has been shopped, and has its required number of authorizations, the buyer can generate a Purchase Order.

Purchase Order will create a new purchase order based on the information entered into the requisition. The system will display a prompt listing the new PO number created.

Click Yes to continue to create a new PO and No if you wish to go back.

At this point, the new purchase order can be accessed via the Purchase Order Entry form. When viewed via the PO module the user will see that the status of the PO is “Purchase Order.” Again, this means no further changes can be made to the PO.

The status of the RQ is changed to Purchase Order Issued.

Clone

The Clone option will duplicate a requisition. The user must be a buyer or requisitioner for the department.

The confirmation message displays with the next requisition number.

Click OK.
The Requisition Master form displays; the cloned Requisition will be in a ‘New’ status and all fields are available for editing if needed.

Print

This option allows for the printing of requisitions regardless of status. The print button options can be selected in any combination. Clicking Print and not selecting any of the check boxes will result in a print out of the requisition with information found on the master button and only the fields as seen via the Brief Line option.

Field	Description
Requisition Format	FNRQ_RequisitionReport will print with signatures and approvals, if these have been saved in the system. FNRQ_RequisitionReportNoSig is used if signatures are not wanted.
Print Full Detail	Check box to print fields as seen via the Full Line option which include: WO #, Asset Type, Asset #, Project #, Cancellation information, GL budget and posting accounts and created and updated by fields. The standard fields that print when this box is not checked will also appear such as item #, description, vendor #, quantity, unit cost, tax, total price etc.
Print Line Item Notes	Check box to print notes that were entered via Notes found in both Brief Line and Full Line options, even if you do not check Print on PO/Req in the Note section.
Print Documents	This option prints the information entered via Documents. Note: Any attachments added via the Documents button appear as either an icon or a small image of the document depending on whether the Display As Icon field was checked.
Print Approvals	Electronic signatures will appear if they were setup via the Employee Authorization Setup form on the Path To Signature field.
Print Price Quotes	Price quotes will print if any were created via either the Brief Line or Full Line options and Quotes was selected.
Print Funding	Funding data will print if any were created via the Full Line option and Funding was selected.
Print button	Click Print to proceed with printing the requisition with the desired options selected.

Save Options.

Click Print. This prompt displays.

Reset Pin

This button is not in use, as users change their PIN in My Profile at the top right corner of the main screen.

Authorizer Availability

The Authorizer Availability form displays which authorizers are currently available to authorize requisitions and also allows the authorizer to change their availability status.

Field	Description
Department	See the availability of authorizers by entering a department from the dropdown list. This is a required field.
Available Authorizers Only	The check box allows the user filter for authorizers that are available or not.
Role	Pick a specific role from the dropdown to filter for those authorizers who have been assigned that role. Leave blank to display all roles.
All Roles	If a role has been selected in the previous field, the system will automatically uncheck this box. Leave the check box to display authorizers from all roles.

Authorizers

Once the search criteria has been selected, click Authorizers. This form displays.

Update

Update allows the requisitioners to designate their availability for the purpose of alerting others whether they will be available to authorizer requisitions or not. Click the button and the following form will appear. They will need to enter their Number and PIN.

Field	Description
Requisitioner/Authorizer	The requisitioner must enter their Requisitioner ID
Pin #	The user must enter their PIN
Available For Authorizing	Uncheck or check the box to designate whether the requisitioner is available for authorizing requisitions.

Requisition Status Inquiry

The Requisition Status Inquiry form allows the user to search the entire requisitions database by multiple criteria options.

The various criteria allow the user to filter the data in order to find certain requisitions. More than one search criteria may be entered in at one time. The more criteria that is entered the smaller the pool of requisitions to select from.

Once the criteria has been entered into the following fields: Requisitioner, Department, Location or Status then Search Req’s can be selected or the Requisition # drop option can also be selected. The Requisition # dropdown option will NOT reflect the selection criteria for Search by Item Description, Vendor #, Vendor Name or Search Name. For these options use Search Items.

Field	Description
Requisitioner	To filter for all requisitions created by a certain Requisitioner, enter the requisitioner id. To see all requisitions, regardless of who created it, leave the field blank. Once entered, select the Requisition # dropdown field or Search Req's to view the search results.
Department	Enter a department to narrow down all requisitions assigned to the department entered or leave blank for all. Once entered, select the Requisition # dropdown field or Search Req's to view the search results.
Location	Enter a location to narrow down all requisitions assigned to the location entered or leave blank for all. Once entered, select the Requisition # dropdown field or Search Req's to view the search results.
Status	Enter a status to narrow down all requisitions with the particular status entered. For Example, to see all requisitions that have been cancelled, enter a “C”, then use the Requisition # dropdown or Search Req's. Only cancelled requisitions will appear. Leave blank to search ALL requisitions.
Requisition #	Once the search criteria options have been selected, click the dropdown option to see which requisitions met the criteria selected. To select one, double click the requisition number to display the master form. Brief Line, Full Line, Documents, Approvals and Print buttons allow the user to see details of the requisition.
Search By Item Description	The following four fields will search the line item database. Enter an item description to search for. For example, if looking for all requisitions used to procure a desk type “desk”. The word desk can appear anywhere on the line description such as Desk, Oak Desk or Executive Desk Mahogany. Once entered, you must click Search Items.
Vendor #	Enter the vendor number to search for. Then click Search Req's to search for this vendor, if located on the Master button within Requisition Entry or click Search Items to find the vendor on any of the line items.
Vendor Name	Enter in the vendor name and press enter. The system will populate the Vendor # field above to conduct the search. See search instructions for vendor.
Search Name	Enter in the vendor search ex: Smith, Joe Parts. The system will populate the Vendor # field above to conduct the search.

Search Req’s

Click Search Req’s after selection criteria has been entered into the following fields: Requisitioner, Department, Location or Status. The list of requisitions will display that meet the criteria selected.

Search Items

Click Search Items after selection criteria has been entered into the following fields: Search by Description, Vendor #, Vendor Name, Search Name. The list of requisitions will display that meet the criteria selected.

Double click to bring up the following form.
For more details pertaining to each of the fields for the following options, refer to the Requisition Entry section. None of the data displayed in the following options can be revised.

Master

Shows the heading portion of the requisition.

Brief Line

Shows the line item detail that was entered via Requisition Entry.

Notes can also be selected to view notes pertaining to a line.

Full Line
Shows the line item detail that was entered via Requisition Entry.

Notes and Quotes can also be selected to view data pertaining to a line.

Documents

Shows the documents/attachments section of the requisition as entered via Requisition Entry.

Approvals
Displays the users that have authorized the requisition.

Print

Allows the user to print the requisition from this form based on which options were checked.

Quick Requisition Entry

Quick Entry is generally used when the user will not be shopping the item, contacting vendor for prices and lead times, etc. The user fills out this form and forwards it on to purchasing. This form allows requisitioners to enter Line Items and attach Documents. The buyer will use this same RQ but use the Full Entry option to complete this requisition. There they can add item numbers, prices, vendors, and quotes, as needed.
The Master form has fields to enter the Date Wanted, Purpose, and Comments.

Line Items

The requisitioner will fill out as much of the data as they know, but, ultimately a Quick Entry goes to a buyer to be shopped.

The user can enter a part #, description, Unit of Measure, Quantity and Cost
Notes can be added to each line item.
Once all line items are entered the buyer(s) are notified via email.

Buyer

Click Buyer to notify the buyer(s) to shop the requested items

This Requisition has now been sent to the two buyers assigned to this department.

Cancel

A requisition can be cancelled and reinstated if necessary. Click Cancel.

To reinstate this request at a later date, the user will pull up the RQ number in the system and click Cancel again.

Print

Select Print to generate a hard copy of the requisition.
Print line Item Notes and Print Documents are options.