Department Requisition Overview

Department Requisition Overview Web Functionality

Department Requisition Web Overview

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Table of Contents

Introduction.................................................................................................................................................... 3

Department Requisition Web Page ............................................................................................................... 3

Creating a new Department Requisition ....................................................................................................... 7

Number of Items Screen ............................................................................................................................. 13

Item Screen ................................................................................................................................................. 16

Copying an Existing Department Requisition.............................................................................................. 19

Canceling or Opening an Existing Department Requisition ........................................................................ 20

Invoices Related to a Department Requisition ............................................................................................ 20



Introduction

This document will provide an overview of the Department Requisition web functionality.

The Department Requisition link is available through the Employee web screens. The Department

Requisition web functionality was design for the Campus Users to enter review and send Department

Requisitions for approval instead of using the “green screen.” The same functionality available through

the web is still available through the “green screen” Campus Menu.

The Department Requisition link is available through the Employee web screens.

Department Requisition Web Page

When the Department Requisition link is selected the following menu will display. From this menu a user

will be able to view existing Department Requisitions, search for Department Requisition by several

options and create a New Requisition.

All headings with a hyperlink and the down and up arrows to the right , will allow a user to sort the

documents by that heading, when the heading is double clicked.

Fields with a indicates the magnifying glass can be clicked for a list of appropriate data selection for

the field.



Department Requisition Menu Definition

Title Description

This field will default to the current fiscal year. The user can use the selection box to select a different year.

This field is defaulted to All Statuses. The user can select to display Department Requisition for a specific status. Cancelled The document was cancelled. If general ledger transactions were generated for the document prior to the cancellation those transactions are reversed. Pending Approval The document was sent for approval by the user and it is in the approval process. Purchasing Cancel Purchasing made a change to the Purchasing Requisition and subsequently sent the document back to the user. The Department Requisition has a status of PC and a new requisition is created with the modifications made by Purchasing. The



requisition with the status of PC will have the new requisition number noted at the line item. The new requisition will have a status of SB. Pending The document was created, and at least one line item was added. The document has not been sent for approval. Pending Item The header information has been successfully entered and a requisition number has been committed however, no items have been added to the requisition. A requisition without items cannot be sent for approval. Rejected The document was sent for approval and it was rejected by one of the approvers. When an approver rejects the document a note screen will pop up for the approver to indicate why they are rejecting the document. This note is available for review by the originator. Sent Back The document was sent for approval, the approvers approved the document however, the buyer, without making any modifications that will affect the general ledger, sent the document back to the user. When Purchasing sends a document back a note screen will pop up for the clerk to indicate why they are rejecting the document. This note is available for review by the originator.

Sort Department Requisitions by Requisition Number or Vendor.

This field will allow for the search of Department Requisitions by Contact Name.

This field will allow a user to specify a Department Requisition number to view.

When this button is clicked Department Requisition will be listed based on the selections made on the fields above.

When this button is clicked it will reset the selections made on the fields listed above.

This button will list the previous 25 Department Requisitions. Department Requisitions are listed in ascending order.

This button will display a blank Department Requisition page for the user to enter a requisition.

This button will list the next 25 Department Requisitions.

Twelve digit Department Requisition number. The user has an



option to sort the documents listed on the page by document number.

Date the Department Requisition was added.

Person who requested the Department Requisition. This is usually the person who added the requisition.

Department Requisition status.

Department Requisition approvers.

Suggested vendor entered on the Department Requisition. This is not a required field therefore, the information may be blank.

The Purchase Order(s) corresponding to the Department Requisition. A Department Requisition may have multiple Purchase Orders.

If an invoice has been processed for the Purchase Order

corresponding to the Department Requisition a button will display. This will allow the user to view information for invoice(s) for the Purchase Order(s).



Creating a new Department Requisition

To create a new Department Requisition the user will click on the button. This

will display a blank Department Requisition detail page. This information is referred to as the Requisition

header Information. Once the information has been entered then click the button.





Department Requisition Page Definition

Title Description

Adds the Department Requisition. All required fields must be entered for the document to be added. Required fields have an * by the label.

Will cancel the requisition displayed. This option is available for Requisitions with a status of PE, SB, and RJ. See Canceling or Opening an Existing Department Requisition for further information.

Will copy the information on the requisition and create a new one. The Date Needed by field will be blank and a date must be selected before the requisition can be sent for approval. See Copying an Existing Department Requisition for further information.

Will provide a new screen to enter a requisition.

Will take user back to the list of requisitions.

When an at least one item has been added to the requisition the requisition can be Send for Approval. This will commit the funds on the accounts specified on the document and create an approval record. This option is available for Requisitions with a status of PE, SB, and RJ. See Requisition Status for further definition of the statuses. Once the requisition is sent for approval the status will change to PA.

Once all required fields are entered and the system assigns a requisition number this button will display. When changes are made to the requisition this button must be clicked to save the changes.

System defaults this information and cannot be modified by user. Twelve digit Department Requisition number. The number will be assigned by the system after all the required fields are entered.

System defaults this information and cannot be modified by user. Department Requisition status.

Required. The system default is RQ, which indicates a standard requisition. To select a different type click on the drop down box.

System defaults this information and cannot be modified by user. This is based on the total amount for the items on the Department Requisition. Total amount of requisition.

System defaults this information and cannot be modified by user. Commitment amount for the Department Requisition.



An amount will display once a journal entry has been generated for the document.

Requestor The system automatically populates the requestor name with the security file information for the person entering the document. The requestor information can be overridden.

Contact Person Name The person to be “contacted” with future questions from the Purchasing or Accounts Payable department.

Contact Phone The Requestor’s phone number, if the name of the requestor and contact are the same. If the name of the Requestor and Contact are different the phone number is that of the Contact.

Contact Fax Nbr The Requestor’s Fax Number, if the name of the requestor and contact are the same. If the name of the Requestor and Contact are different the Fax Number is that of the Contact.

Contact Email The Contact’s email. Note: If the phone number and/or email address is not

defined on the security profile and the user is defined as an employee and an employee number is available on the security file the system will default the information from the employee file if available. The phone number only defaults if there is a “Work” number defined on the employee profile.

System defaults this information and cannot be modified by user. The number of items associated with this Department Requisition. If this is a new requisition click on the word Items to go to the items screen. See Number of Items Screen.

System defaults this information and cannot be modified by user. The number of accounts specified on the Department Requisition Header.

Required. This information will be used to deliver the goods when they are received.

Delivery To Department name for on campus delivery (such as Biology Department).

Deliver to Campus/Site Indicates campus identifier of the target campus (where the merchandise or service is to be delivered or performed).

Deliver to Location Indicates campus location of the target campus.

Deliver to Building The building the goods should be delivered to.

Room Room name/number for delivery.

Required. Date the merchandise or service is needed. The date must be equal to or later than date of entry. The user

must use the to select a date.

If this field is check it indicates that shipping costs may be prepaid by the vendor and added to the vendor’s invoice. When left blank the field defaults to N. If this field is checked the user cannot enter a Freight item.



This field would indicate the project number associated with the Request.

An icon will appear once the document is added. If notes

exist the icon will be highlighted . Clicking on the icon will display the notes. Rejected Notes enter by an approver who rejected the document. Department Notes entered by the person who entered the document. Buyer Notes entered by the buyer when the document was sent back to the department. Vendor Notes on the vendor file.

# Attachments: Displays the number of documents currently attached to this request. Attachments: indicates that there are forms, or other documentation that will be provided to the Accounts Payable department. This is an informational field. To upload/view attachments click on the

button.

Required. Indicates the invoice number associated with this disbursement.

Required. The buyer assigned to manage the requested merchandise or service. The system defaults the buyer specified on the Defaults Table (Purchasing Default Values) table code DEPT-REQ field Buyer/Paym Terms. The user is

not required to modify this field. If the is clicked a list of valid buyers are provided. A user can select a buyer from this list.

System defaults this information and cannot be modified by user. Date the merchandise or service is needed (MMDDYY—must be later than date of entry). The user must click on the

Optional. This field would indicate the project number associated with the Request. For example if this document was created for a grant account this would be the grant project number.

Required if the requisition type has been identified as a blanket on the REF-TYPE table and the Begin/end Dates Edit is set as Y. Enter date the blanket PO will end. The user

must use the to select a date.

Optional. Indicates the department’s suggested vendor to provide the requested goods or services. The vendor number and address sequence number is populated on the appropriate

fields if the user uses the and selects the vendor from the Vendor Browse. The remaining fields on this screen are populated with information from the vendor record. If the vendor desired by the department is not in the vendor



database the user may leave the vendor and sequence number blank and type the name and other information on the appropriate lines.

Required. The system defaults the Ship To code specified on the Defaults Table (Purchasing Default Values) table code DEPT-REQ field Ship To / Tolerance. The user is not

required to modify this field. If the is clicked a list of valid Ship To Addresses are provided. A user can select a buyer from this list.

Optional. Custodial accounts can be specified for each account on the header. To specify custodial accounts a check mark is required on the box to the right of “Show Custodial Accounts.” Up to 10 accounts can be specified on the header. Accounts on the header will default to the items if not accounts are specified at the item level when an item is originally entered.

The magnifying glass can be used to search for an account number. The search will only display Org Units the user has "modify" access to. The magnifying glass to the right of the GLC number can be used to search for a GLC that is linked to the Org Unit selected. If the school uses a unique Qual 1, a Qual 1 number and GLC number can be entered and the system will automatically populate the 16 digit Org Unit. The account name will be displayed under Account Name. If more than one account is entered the % must equal 100%. Also an account must be specified as the “Extra Cost.” This account will be charged for any additional cost to the item subject to available budget. The system does not allow accounts to be split with dollar amounts at the header level.

The Purchasing Activities are entered by the purchasing department (through the Purchasing Requisition) to inform the campus user of the status of the request. A maximum of 30 Purchasing Actions are tracked using these fields, when the Purchasing Actions exceed 30 the oldest action drops off and the latest action is recorded.

A history of users who have changed the status of the requisition. A maximum of 50 statuses are tracked using these fields, when the status changes exceed 50 the oldest

status drops off and the latest status is recorded.



Number of Items Screen

Once a Department Requisition is added there will be a link to the items screen by clicking the

. This link will take you to the following screen:

Click the Create New Item button. The following page will appear. Fill in the appropriate information and

click Add Item.





Once items are added item information will be displayed. The buttons available of the screen below

depends on the status of the document and items.

Number of Items Screen

Title Description

Will cancel the requisition item displayed. This option is available for Requisitions with a status of PE, SB, and RJ.

An item detail screen will display to allow adding a new item.

Will display the Requisition Header Information Screen.

Will display the list of items. See Requisitions Items screen.

Will refresh the item list and display new information if anything has changed.

Will display the Requisition Browse Screen.

When changes are made to a requisition item this button must be clicked to save the changes.



Vendor Name if a vendor is specified on the Requisition Header.

Item Number and Number of Items on the Requisition once the item is added. For example Item 1 of 4.

The system default is RQ, which indicates a standard



requisition. The time selected from at the Requisition header will display.


System defaults this information and cannot be modified by user. Commitment amount for the Department Requisition. An amount will display once a journal entry has been generated for the document.

This screen is a summary of the items on the Department Requisition, if any have been added. Item # is the number of items attached to this requisition. Description is a short description of the items. Account Number assigned to the item, if more than one account number is assigned only the first account will be displayed. The item status, item quantity, unit cost, discount and item total amount.

Item Screen

The item screen will provide item detail information to enter an item or view an existing item.



Item Screen

Title Description

Will bring up a blank item screen to enter an item. This button is only available if the requisition Status allows adding items. For example it is PI, PE, SB, and RJ. See Requisition Status.

Will refresh the item list and display new information if anything has changed.

Will display the Requisition Browse Screen.

Will display the Requisition Header Information Screen.

Will display the Items Screen

An item detail screen will display to allow adding a new item.

Will display "Next Item" if one exist.



The system default is RQ, which indicates a standard



requisition. The time selected from at the Requisition header will display.

The system default is RQ, which indicates a standard requisition. The time selected from at the Requisition header will display.


System defaults this information and cannot be modified by user. Commitment amount for the Department Requisition. An amount will display once a journal entry has been generated for the document.

Vendor Name if a vendor is specified on the Requisition Header.

Item Number and Number of Items on the Requisition once the item is added. For example Item 1 of 4.

Information pertaining to the item details.

Required. The quantity desired for this item.

Required. The price per unit.

Required. Unit of measure for Unit Price and Quantity fields. The unit of measure defaults to “EA” for each.

Indicates percentage discount off Unit Price if applicable.

Optional. Text that has been entered on the “Standard Item Description” table found in the Purchasing Table Management (FI PR TM). When a Standard Text code is used the item description defaults from the description specified on the table for the selected code and cannot be modified.

Optional. Enter the commodity code of the item or service being requested. Commodity Codes are defined on the Commodity Code & Vendor table found in the Purchasing Table Management (FI PR TM). If the PRSITEPARM table has DR defined on code DEFCOMM a commodity code will default, if a vendor is specified on the header, and the vendor only has one commodity code defined. If the PRSITEPARM table has DR defined on code

REQCOMMCD a commodity will be required when an item is

added, modified or the document is sent for approval. The

system will not edit for commodity code when the document

is cancelled or an item on the document is cancelled.

System defaults this information and cannot be modified by user. This number is the calculation of the quantity ordered, unit price, unit of measure and discount fields.

Defaults to Date Needed specified on the document header. If the delivery date is different for this item a different date may be selected.



This indicates if the item has been designated as freight for specific processing during receiving, invoicing, and payables. The default is blank, which is equal to no. To designate the item as freight a Y must be entered on the field. If an item is designated as freight the PrePay/Add option cannot be selected on the Requisition Header and vice versa.

Indicates the status of the requisition line item. The most common indicators are:

CA Cancelled PA Pending Approval PE Pending PR Purch Requisition RJ Rejected SB Sent Back PC Purchasing Cancel

See Requisition Statuses for additional description.

Required. Item description. The description can up to a maximum of 99 lines of 60 characters.

Optional. Custodial accounts can be specified for each account on the header. To specify custodial accounts a check mark is required on the box to the right of “Show Custodial Accounts.” Up to 10 accounts can be specified per line item.

The magnifying glass can be used to search for an account number. The search will only display Org Units the user has "modify" access to. The magnifying glass to the right of the GLC number can be used to search for a GLC that is linked to the Org Unit selected. If the school uses a unique Qual 1, a Qual 1 number and GLC number can be entered and the system will automatically populate the 16 digit Org Unit. The account name will be displayed under Account Name. If more than one account is entered the % must equal 100%. Also an account must be specified as the “Extra Cost.” This account will be charged for any additional cost to the item subject to available budget. The system does not allow accounts to be split with dollar amounts at the header level.

Copying an Existing Department Requisition

This option will also allow a user to the requisition and create a new document.

This option is available when a document is selected for view/modify. A Department Requisition can be

copied regardless of status.



Canceling or Opening an Existing Department Requisition

The view/modify request option will also give the user the opportunity to cancel a requisition. The cancel

option is only available if the user is given security to this option through the security system.

Requisitions can be cancelled if they have a status of Pending, Rejected or Sent Back.

A requisition with a status of rejected, or sent back will generate the appropriate accounting entries when

it is cancelled.

A requisition with a status of pending will not generate accounting entries when it is cancelled, since no

entries have been generated.

A requisition can be un-canceled once it has been canceled. However, the table value specified on the

table PRSITEPARM, code OPPREVDEPR indicates if a Department Requisition from a previous fiscal

year can be un-cancelled. See the

Invoices Related to a Department Requisition

When a Department Requisition has been converted to a/multiple Purchase Order(s) the Purchase Order

number(s) will be listed on the Department Requisition Browse. When the Purchase Order(s) are

invoiced a button will appear.



When the button is clicked the invoice(s) will be displayed.

The invoice information is displayed when the Invoice Number is clicked.

Date post:	12-Sep-2021
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Department Requisition Overview

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