Requisitions

1 Create Requisitions
2 Search/View Requisitions
3 Convert Requisitions
- 3.1 Important
4 Edit Requisitions
5 Print Requisitions
6 Clone Requisitions
7 Delete Requisitions
8 Attachments
9 Import Requisitions
- 9.1 Requisition Import Criteria
10 More Information
- 10.1 Requisition Approval
- 10.2 Converting Requisitions

Optional Step

A requisition is a formal document requesting goods or services that may be converted to a purchase order once it has been approved by the appropriate parties.

Create Requisitions

From the Transaction menu, select 'Requisitions'
Click
Enter desired information into the Requisition Header
1. Requisition numbers, including the prefix assigned on any user, must be between 1 and 8 characters in length. (i.e. TMZ00001).
2. The Date of requisition must be in an Open posting period. A future date may be used if the posting period is open.
3. Requisitions by default do not require a vendor number. No vendor means the user has not assigned a vendor yet, or that it will be used as a non-vendor specific Requisition, or it will be used as a 'Multivendor' purchase order. If the vendor field is left blank, the checkbox for 'Multivendor" will automatically be checked when the Requisition is saved.
4. When a Requisition is converted, the 'Converted' checkbox will automatically be checked.
5. Template type requisitions can be created by checking the 'Template' box in the header section of the requisition. This signifies that the requisition is a template and is intended to remain on the system for future use. This field can be used to filter Requisitions that are flagged as templates out of the grid or reports. Any dollar amounts associated with template requisitions will not be included in the requisitioned amounts if the pre-encumbrance module is enabled. Template requisitions cannot be converted to Purchase Orders.
6. Type is an optional text field. This may be utilized by districts that use third-party approval systems.
Enter desired information into the Requisition Items
1. Click on or to move item up or down in listing of line items.
2. Click on the to add line items.
3. Click on the to copy line items.
4. Charges
  1. The icon allows the user to split items by quantity and the icon allows the user to split by price.
    1. Split by Quantity
      1. Use the to add additional charges.
      2. Modify the Quantity to split the price of the line item between the accounts entered.
      3. Click Accept to save.
      4. Click Close to return to the Requisition.
    2. Split by Price - is only available for items that have a quantity of 1.00.
      1. Use the to add additional charges.
      2. Modify the Unit Price to split the price of the line item between the accounts entered.
      3. Click Accept to save.
      4. Click Close to return to the Requisition.
  2. To enter an account code for the charge:
    1. Use the drop-down to select an account. This account code may be left blank but must be entered prior to converting to a purchase order.
    2. Begin typing the account code to narrow down the selections.
      1. Note: When typing the account code, it is necessary to include the hyphens .
    3. Use the icon to open a pop-up window for the account search
      1. The account search option includes the remaining balance and the percentage available.
Click on to post the Requisition to the system, click on Cancel to not post the Requisition and return to the Requisition grid.

Search/View Requisitions

Requisition Grid allows the user to search for Requisitions that have been posted on the system. Click on

to view a particular Requisition. You may also hover over the line item's description in order to display the entire description.

Convert Requisitions

Users have the ability to mass convert requisitions to purchase orders through the Requisition interface. Requisitions must first be queried/filtered on the requisition grid and then selected. The order of the selection of requisitions will be the order of conversion to the PO numbers (see INFO note below). Once all desired requisitions are selected, the user will click on the 'Convert' button. The user will then be prompted for a PO Date and Starting PO Number as detailed below.

Filter and Select Requisitions

The user can filter the requisition grid or use the Advanced Query on the grid to find and select the desired requisitions to convert to purchase orders. The user can either click on the individual check boxes next to the individual requisition, or select the check box on the top of the grid to select all requisitions displayed on the grid. Once the requisitions are selected, the user will click on

.

Important

The requisitions will be converted in the order they are selected. If you have individually selected requisitions, this may not be the same order you are seeing them in the grid. For example, your grid shows 10 requisitions that may be converted, and you select the 2nd, 7th and 3rd requisitions in that order. The requisitions will be converted to purchase orders, the 2nd one first, then the 7th, then the 3rd. This is very important as your purchase orders may not be numbered as you expect. However, you can modify the purchase order to change the number if this happens.

2. Convert - Assign PO # and date

The Starting PO Number, if left blank, will default to the highest purchase order number listed in the Transaction Configuration for the district.
The PO Date field may be left blank to utilize the Requisition's date OR the PO Date field may be filled in with a particular date to be used on the selected requisitions no matter what date the requisition has. The PO date must be in an Open posting period
Click on Post to convert or click on Back to return to the requisition grid.

3. Conversion Summary

A conversion Summary will appear that displays the total converted or failed purchase orders as well as any warnings/errors that occurred during the run. A list of the converted requisitions and corresponding PO# will also displayed.

Warnings will not stop a requisition from being converted. Any Requisitions with a fatal error will be prevented from being converted into a purchase order.

Edit Requisitions

Requisitions that have not been converted to a purchase order may be modified.

In order to modify the Requisition Number, Requisition Date, Vendor, or Item-specific fields, the requisition must be new and in an open posting period. Other fields on the Header record of the Requisition can be modified without reopening previous periods.

Search desired Requisition on grid.
1. Click on to edit the Requisition.
  1. Make desired changes.
2. Click on to save desired changes to the Requisition, click on Cancel to not post the changes and return to the Requisition grid.

Print Requisitions

Click on to submit a copy of a posted Requisition in a desired output format. Users have the ability to print a single Requisition or a batch of Requisitions at one time.