Create a Requisition
Any active Purchasing user can create a requisition from the Requisitions menu > Requisition screen. A user can create a requisition from a template, if one is avaialble.
Figure 1 - Requisitions menu > Requisition tab
A Purchaser can create a requisition from the Purchase Orders menu, Requisition screen. A Purchaser can also create a requisition on behalf of another person. (Like any other requisition, a Purchaser’s requisition must be approved through the Requisitions menu > Approval screen, or authorized on the Requisitions menu > Requisition screen).
Figure 2 - Purchase Orders Requisition tab
1. Click the
Requisition tab and enter “header” information – the department, the requisition number, notes, etc.
2. A Department is
required, but if your agency uses requisition departments, select a
Figure 3 - Requisition Department
3. Enter a requisition number in the
# field. If your agency uses automatically assigned requisition numbers, this field will not be displayed.
4. Type a description in the
Description field. Do not use special characters or symbols, including &,',“,<,and \.
Figure 4 - Requisition tracking number
Once the requisition is saved, you can add items to it.
Figure 5 - Add Item
2. Enter the
#. This could be a product number, catalog number, model number, etc.
3. Enter or edit a description in each
Description field as needed. Do not use special characters or symbols, including &,',“,<,and \.
4. Enter a quantity in the
5. Select a unit of measure from the
U.M. menu, e.g., Each, Box, Dozen, etc. (Select
More… in the menu to select from all of the available units of measure.)
6. Enter the price for a single unit of measure in the
Price field. The
SubTotal field will automatically calculate the Price multiplied by the quantity (Qty).
7. Select a workflow from the
Workflow menu. (Most agencies select a Workflow at this point, but a Workflow doesn't have to be selected until fiscal coding is completed.)
8. Continue to click
Item to add as many items needed for your requisition. The total amount of the requisition will be displayed.
9. If you want to save the requisition and line items so that you can finish it later, click
10 If you are finished adding items to the requisition, click
The requisition will be “Awaiting Authorization” or “Awaiting Fiscal Coding”, or or the Status screen will display a link called Fiscal next to the requisition. This all dependes on how your Purchasing administrator has set up your agency.
Other information can be added as needed for your particular situation, or for your agency’s purchasing processes.
1. Enter a Need by date or select a date using the calendar icon. This will indicate to the purchaser that you want to have your request fulfilled by that date. This may be automatically entered and you can delete it if you like.
2. Check the All or Nothing check box, if desired. This will indicate to the purchaser that you require all of the items in your requisition, and if they cannot be purchased together, then the items should not be purchased.
3. Click the Req Atch icon to attach scanned documents applicable to the requisition in general. You can add attachments at any time in the process. NOTE: You can also attach documents to an individual line item using the Atch icon next to it. See Attaching Scanned Documents.
4. The Req Notes icon becomes available after you click Save. Click the icon to add comments in general or notes for the purchaser, or whatever is applicable to the requisition. Do not use special characters or symbols, including &,',“,<,and \. You can also add notes to an individual line item using the Notes icon next to it.
5. Click Save when finished adding additional information.
1. In many agencies, the purchaser will select a vendor when they create the purchase order, However, if needed for your agency’s process, check the
Info check box to enter a vendor name and address.
2. Some agencies assign fiscal coding duties to specific individuals. They would select the requisition from the Status screen and check the
Info check box to eneter fiscal coding. Refer to the Fiscal Coding link on the left menu of this page. If a requester has been given these permissions, the requester can enter fiscal coding when creating the requisition.
3. If you need to remove all the items, click
All Items. The “header” information – the department, the requisition number, notes, etc. – will remain.
4. You can add more items by clicking
Item, but there will not be an
Complete button, and each additional item will not have a status. However, they can still be fiscal coded and approved.
Requisition if you need to void it before it is approved. (After it is approved by the final approver, the status will be “Ready for purchasing” and the purchaser must cancel the requisition items.)
Figure 7 - Line Item Menu Before Saving
After saving a requisition, two more line item Menu functions become available.
Figure 8 - Line item menu of a saved requisition
Edit Ship-To Address to select a specific shipping address from a list that is maintained by your agency’s Purchasing administrator. Only required if you do not want to use the default address or if no default address is present.
Edit Bill-To Address to select a specific billing address from a list that is maintained by your agency’s Purchasing administrator. Only required if you do not want to use the default address or if no default address is present.
Requisition if you decide to delete the requisition after you have saved it, but before the Itemization is complete.
To void the requisition after itemization is completed, but before it is approved, click
After the requisition is final approved, the status will be “Ready for purchasing”. If needed, the purchaser can cancel the requisition items.