The requisitioner will find the vendors and prices; get quotes, etc. When this requisition goes out to be authorized and turned into a PO, all needed data should already have been included.
1. Navigation: Finance/Procurement/Requisitions/Requisition Entry
- Buyer/ Requisitioner/Authorizer
- Enter Requisitioner #.
- Enter PIN #.
- Fiscal Year, if needed
- Department/Location will auto-populate. If user is assigned multiple departments, he or she can switch departments here.
2. Select the New button to create a requisition. The following will display.
Select OK and the following will display.
Enter in the following information.
- Date Wanted
- Purpose (User can add a new code via the Green Checkmark here).
- Order From - Select Vendor from dropdown list or use Red Question Mark to search.
- Ship Via, Terms, Net Due, etc. (This will populate automatically if the information was entered on the Vendor Master form).
Select Full Line and the following will display.
| Field Name | Max Field Size | Field Type | Description |
|---|---|---|---|
| Line | 3 | Number | This field will auto-populate. |
| 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, selecting an inventory item will cause the description to auto-populate this field. |
| U/M | 2 | Alpha/Numeric | Select the Unit of Measure from the dropdown list. |
| Vendor # | 8 | Alpha/Numeric | Enter the vendor number or click on the red question mark to search. If the vendor was assigned to the Requisition Master and set to update all lines, this field will auto-fill. |
| Vendor Description | The vendor description will auto-populate. | ||
| Vendor Part # | 30 | Alpha/Numeric | If the vendor has ordered the item before, this will auto-fill. Otherwise, enter the vendor’s part number. |
| Vendor Part # Description | 50 | Alpha/Numeric | If purchased in the past, the description will auto-populate; otherwise, enter the vendor’s description. |
| Date Wanted | Date Format mm/dd/yyyy | Will auto-populate if Date Wanted on the Master button has been filled in, otherwise manually enter date. | |
| U/M | 2 | Enter the Vendor’s unit of measure. May differ from the internal item’s U/M. Conversion must be set up if so. | |
| Quantity | Numeric | Enter in the quantity desired. | |
| Unit Price | Enter in the unit cost for the item being requested. Before the requisition is turned into a PO, costs must be assigned. | ||
| Tax | Yes/No | User must put a check mark if the item is subject to sales tax. | |
| Total Price | The system will calculate Total Price = Quantity × Unit Cost. This field cannot be modified. | ||
| History Button | Search the entire requisitions history database by description for similar items. Can show both stock and non-stock items. Also shows past vendor orders. | ||
| Notes Button | Search the entire requisitions history database by description for similar items. Can show both stock and non-stock items. Also shows past vendor orders. | ||
| Quotes Button | Quotes can be entered using the Quotes screen. Can be reviewed by authorizers when they receive the RO for approval. | ||
| Totals Button | Click the Totals button to add up the line totals for a grand total of all lines. |
- Budget and Posting DIV and AMOUNT fields are the same information.
- If needed for a specific asset, the user can enter Work Order #, Asset Type or Asset #.
Documents like quotes, photos, spec sheets can be attached in the document field on the bottom right.
Once all line item(s) have been entered, the Requisitioner should click Validate. This verifies the integrity of the data entered on the RQ. The user will see the following message.
3. An email needs to be sent, notifying authorizers that this RQ needs approvals Approval limits are set up based on agency rules.
4. Select Send Email and the following displays.
- Select Notify Authorizers.
- An email comment can be entered but is not necessary.
- New Status should be changed to Authorization Pending.
- Select Get Email List.
5. From the display list, select Department Manager and Procurement, whoever needs to approve this requisition so it can go on to Procurement. Select Send Email.
6. Those with authorization ability will approve (or deny) this Requisition. They will receive an email with a PDF copy of the Requisition. They will need to go into ETMS to approve the RQ. Once all authorizations are in place, the requisition will be emailed to the buyer. This person will turn the Requisition into a Purchase Order with a touch of a button and then can send the PO on to a vendor.
Additional Features
Transfer
Requisition must still be in NEW status. Let us say an RQ was created with two items on it. While shopping for prices, the Requisitioner realizes he will need to order one of the two parts from a different vendor.
Simply create a new RQ with the new vendor. Open the original RQ and click on Transfer. The following screen will display. Fill in Department #, Location, and select the new RQ number from the dropdown. Click in the Sel box at the far left, those items you want to transfer to a different RQ. Click Update.
You will see the following message.
Click Yes to move the chosen items from the first RQ to the new RQ.
Cancel
Cancel is a toggle button. An RQ can be cancelled and later reinstated. Once an RQ is cancelled, no further changes can be made on it. If need be, it can be reinstated, which returns the RQ to New Status.
Click Cancel to get the following prompt.
Click Yes to see the following message, No to stop the cancellation. Once Yes has been clicked, no changes can be made to the RQ.
To reinstate, choose the RQ from the dropdown and click Cancel.
Click Yes to reinstate the RQ to the New Status, No to cancel.
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.