A department can represent a group of users organized however an agency wishes – e.g., by the agency’s organizational structure, by location, etc. Generally, Requisition Departments are
required, unless you want to:
Users not added to any departments have access to all departments. Users not added to a specific department will not see that department when creating requisitions or purchase orders.
Using Requisition Departments, you can sort or filter requisitions on the Status screen by department, and you can sort the Purchasing reports (in the Purchasing application) by department.
Generally, Purchase Order Departments are
required. Purchase orders can be assigned to departments so they are organized or categorized for your purchasers.
1. From the
Purchasing main menu, select
2. Click the
Agency tab, and then click the
3. Select either
4. Type a three character department code in the
5. Type a name for the department in the
Department field. Do not use special characters or symbols, including &,',“,<,and \.
6. To enable automatic numbering for requisitions and/or purchase orders, check the
Auto check box. Leave it unchecked if you want requisition or purchase order numbers to be entered manually.
Figure 1 - Department tab
Users not added to any departments have access to all departments. Users not added to a department will not see the department when creating requisitions or purchase orders. NOTE: You can also add users to departments on the
1. Select either
Select next to a
3. Choose a user's name from the drop down menu.
Figure 2 - Add users to a department
When automatic numbering is enabled, requisition or purchase order numbers will be automatically generated when the requisition is marked as “Itemize Complete” or when the purchase order is marked as “Ordered”.
You must specify the format of the automatically generated numbers. The
notes legend on the Departments tab defines the variables to use for the automatic numbering.
Figure 3 – Format notes
The following examples for calendar or fiscal year 2018 demonstrate the results of the formatting:
Below are three examples of departments.
Figure 4 - Requisition department example
Figure 5 - Purchase Order department example
Figure 6 - Requisition department example