Creating a requisition is the first step in the procurement process. The Requisition (REQS) document collects information about the desired items or services, possible vendors to fulfill the order, delivery instructions, contact information, and related accounting details. The approved Requisition document is used to generate the purchase order.
After the requisition is approved, a contract manager within your institution's procurement organization is assigned. This assignment process updates the Contract Manager field on the requisition and causes the system to automatically create the Purchase Order (PO) document and encumber the account.
The Requisition document includes several unique tabs—Delivery, Vendor, Items, Capital Asset, Payment Info, Additional Institution Info, Account Summary, View Related Documents, and View Payment History.
Unlike a standard financial document, there is no Accounting Lines tab, and the document header and the Document Overview tab are slightly different.
- Document Overview: In addition to the standard document overview information (description, explanation, and organization document number), contains the fiscal year, line item receiving requirements, use tax indicator, funding source, and the payment request positive approval required override flag.
- Delivery: Contains information about the final delivery and central receiving addresses.
- Vendor: Suggests a vendor or a list of vendors who might provide the goods or services being requisitioned.
- Items: Identifies what is being ordered on this requisition and establishes an account distribution indicating how those items should be charged.
- Capital Asset: Collects information about purchases that must be accounted for as capital investments.
- Payment Info: Indicates the type of payment schedule required and the duration of that schedule if recurring payments are required for the items on this requisition.
- Additional Institution Info: Collects information about the organization at your institution that has requested the goods or services for this requisition as well as the internal contact information.
- Account Summary: Summarizes the accounting information for all line items on the requisition. The line items that make up the summary display here.
- View Related Documents: Lists all documents related to a requisition, such as the purchase order, receiving documents, payments, credit memos.
- View Payment History: Lists all payment requests and credit memos related to a requisition document.
As in other Financials documents, the header section contains basic identification and status information about the document as well as who created it. The Requisition document has two additional fields in the document header that do not appear in other documents: Requisition number and Requisition Doc Status.
Like the other fields in the document header, these fields are completed and updated automatically by the system.
- Requisition #: An identifying number assigned to this requisition. This number, which may be used for queries specific to the PURAP module, differs from the Doc Nbr, which identifies the requisition as a unique document for general Financials and Workflow queries.
- Requisition Doc Status: A status that indicates where in the PURAP process a requisition is at any given time. This is similar to the status a document receives in Workflow but is specific to the purchasing process. Examples of REQ Status might include Awaiting Fiscal Officer, In Process, and Closed. Refer to Purchasing/Accounts Payable Application Document Statuses for additional information.
In addition to the standard Document Overview fields, the Requisition Document Overview includes Financial Document Detail and Requisition Detail sections.
Financial Document Detail
- Year: Identifies the year in which the purchase will be encumbered. It defaults to the current fiscal year and can be changed to the next fiscal year when allowed by parameter ALLOW_ENCUMBER_NEXT_FY_DAYS. Setting the year to the next fiscal year can affect the requisition in several ways.
- The requisition may not become an APO if the ALLOW_APO_NEXT_FY_DAYS parameter has not been met,
- The funds will not be encumbered until the next fiscal year when the PO is fully approved.
- Total Amount: Displays the total amount of the requisition including tax and additional lines.
- Chart / Org: Automatically completed based on the initiator's chart/org and may be changed manually via the lookup. Content Review routing uses the Chart/Org to determine where to route.
- Funding Source: Defaults to Institution Account. May be changed by selecting another option from the list. There is no functionality around this field and it will be removed in a future release.
- Receiving Required: Check the check box to ignore the receiving thresholds on the approved purchase order. If the field is checked, then a Line Item Receiving document must be processed with sufficient quantities received before a payment will route to the fiscal officer. This field displays when parameter RECEIVING_DOCUMENT_REQUIRED_IND is set to Y. This parameter controls whether receiving required functionality is invoked. Refer to Receiving (Bulk, Line Item and Correction) for additional information.
- Payment Request Positive Approval Required: The DEFAULT_POS_APRVL_LMT parameter determines the dollar limit where payment requests must receive positive approval from a fiscal officer. If this field is selected, positive approval on the payment request is required regardless of the total of the payment. This field displays when parameter PAYMENT_REQUEST_POSITIVE_APPROVAL_IND parameter is set to Y. This parameter controls whether Payment Request positive approval functionality is invoked.
- Use Tax Indicator: this field displays when the ENABLE_SALES_TAX_IND parameter is set to Y. Indicates whether sales or use tax applies to the requisition.
The Delivery tab contains information about where goods ordered on this requisition should be delivered. It also collects delivery contact information and any special delivery instructions. The system provides two ways for you to specify the delivery address: select the building from the building lookup or enter a different address by entering the address after selecting the Other Building option.
- Delivery Campus: Defaults to the campus associated with the initiators chart/org and determines the Billing Address used in the Payment Info tab.
- Delivery To, Phone Number and Email: Defaults to the initiators name, phone number and email and can be changed.
- Building Code: Enter a valid Building code or use the Lookup to search for the building where the purchase should be delivered. Only buildings that correspond with the delivery campus will display. Selectiing a building completes the Address 1, City, State, Postal Code and Country fields.
- Building Not Found button: Click this button to manually enter the Address where the purchase should be delivered.
- Set as Default Building button: Click this button to set a default delivery address.
- Address 2: Enter manually if an additional line of address is needed.
- Room: Indicate the room number where the item should be delivered, this value is not validated, but the lookup can be used to return a valid value. Click the Set as Default Building button after adding the room number to add the room number to the default delivery address.
- Date Required and Date Required Reason: Optionally, specify the date delivery is required. If Date Required is specified, indicate the reason the item must be delivered by this date.
- Delivery Instructions: Optionally, include any special delivery instructions related to the items.
- Receiving Address: Displays when parameter ENABLE_RECEIVING_ADDRESS_INDICATOR is set to Y. When it displays, the default is determined by the receiving address that has been set up for the initiator's organization. Receiving Addresses are maintained using the Receiving Address lookup and maintenance documents. The Receiving Address table respects the organizational hierarchy, so addresses can be set at the highest level and all lower level organizations will inherit the address.
- Shipping Address Presented to Vendor: Defaults to the receiving address. May be changed to the final delivery address when ENABLE_ADDRESS_TO_VENDOR_SELECTION_INDICATOR is set to Y.
The Vendor tab includes three sections: Vendor Address, Vendor Info, and Additional Suggested Vendor Names.
- Suggested Vendor: Enter the name of a vendor that is able to fulfill this requisition or search for it from the Vendor lookup. Selecting a vendor from the table populates other fields in this tab based on the information already on file for this vendor. Alternately, you may select a contract and the vendor associated with that contract is automatically populated.
- NOTE: If a debarred vendor is used on a Requisition, a warning is presented to the user.
- Contract Name: If a contract exists with the vendor for these goods or services, select one from the Contract lookup.
- Selecting a contract populates the vendor associated with that contract.
- Contracts are campus-specific. A requisition returns results only for the campus associated with the Chart/Org found on the Document Overview tab.
- Selecting a contract may change the APO limit, depending on how the contract has been set up for the organization.
- Expired and inactive contracts cannot be used on Requisitions.
- Additional Vendors: Enter up to five additional suggested vendors that may be able to fulfill this requisition.
The Items tab identifies what is being ordered on this requisition and establishes accounting distribution indicating how those items should be charged. It allows multiple items and accounting distributions to be added on a single requisition.
The Items tab includes four sections: Add Item, Current Items, Additional Charges, and Totals.
Add Item and Current Items Sections
- Item Line Number: The system assigns the item number when the Add button is clicked. After a line is added, a number is assigned and the item number may be moved using the arrow buttons.
- Item Type: Select the type of item being specified on this line, such as Qty or No Qty. The default is Qty.
- Quantity: Required if the Item Type value is Qty. Enter the quantity of the item in this field. Quantity cannot be entered for No Qty.
- UOM: Unit of Measure (UOM) is required if the Item Type value is Qty.
- Catalog Number: Optionally, enter the vendor catalog number for this item.
- Commodity Code:
- Displays when the ENABLE_COMMODITY_CODE_IND parameter is set to Y.
- Required when ITEMS_REQUIRE_COMMODITY_CODE_IND parameter is Y.
Defaults to the vendor’s default commodity code if one is assigned.
- Commodity codes can be identified as Restricted via the Commodity Code lookup and maintenance table. Requisitions with restricted Commodity Codes will route to Purchasing for processing.
- Description: Description of the item or service being ordered.
- Unit Cost: Enter the cost per unit for QTY item types or the total cost for No Qty item types.
- Extended Cost: If a UOM and unit cost have been provided, the system automatically calculates the extended cost for this line (UOM x Unit Cost).
- Tax Amount: Displays when parameter ENABLE_SALES_TAX_IND is set to Y. If sales tax is turned on, the amount that displays here is automatically calculated based the delivery address and the Tax Region table.
- Total Amount: If tax has been calculated this will be the Extended Cost plus Tax Amount. Otherwise, it will be the Extended Cost.
- Restricted: Check the box if the item or service being ordered on this line is restricted. The field definitions of restricted item vary by institution. If your institution has defined restricted items, it is important to check this box. Checking the box makes the requisition ineligible for an APO.
- Assigned to Trade In: Check the box if a trade-in line item in Additional Charges has been entered and the trade-in is associated with the line item. This indicator determines the accounts that will be used to prorate the accounts string for the trade-in line item.
- Actions: Add or delete lines as appropriate. After a line has been added, it is moved to the Current Items section.
Additional Charges Section
Item Types are maintained using the Item Type lookup and maintenance table and parameter ADDITIONAL_CHARGES_ITEM_TYPES, component Requisition, specifies which item types will display in this section. The Purchase Order ADDITIONAL_CHARGES_ITEM_TYPES should contain these values as well in order for the line items to transfer to the PO.
- Item Type: Describes the additional line item. This value is maintained with the Item Type lookup and maintenance document.
- Description: Required if the extended cost has been entered. Enter text describing the additional charges item line.
- Extended Cost: The dollar amount for this item line.
- Tax Amount: Calculated when Sales Tax is turned on and should be calculated for this item based on other values in the document.
- Total Amount: Extended Cost plus Tax Amount.
- Total Prior to Tax, Total Tax and Grand Total: Self explanatory.
- APO Limit: This field displays the Automatic Purchase Order limit for this organization as defined in the Organization Parameter lookup and maintenance document, or, if a contract has been specified, the contract-specific dollar amount.
Importing Item and Account Information
If you have a number of items or accounts to enter, you may create a .csv file containing the information and import it into the requisition. The two types of templates available are:
- Requisition (REQS) items.
- Requisition (REQS) accounts.
For more information about the layout of these templates, refer to PURAP - Accounting Line and Line Item Import Templates
Adding Accounting Lines and Commodity Code in the Items Section
NOTE: If the chart/org on the requisition does not have a content review routing rule set up, accounts are required before the document can be submitted. If a content review rule exists for the chart/org, the initiator will receive a warning message.
Accounting distributions for line items may be created individually or a single accounting distribution may be copied to all line items on the requisition.
- A valid account string contains a chart, an account and an object code.
- The account must be active and the expiration date must not have been reached.
- The object code must be valid and active and allowed by parameter. Refer to the Purchasing / Accounts Payable Parameters for additional information on parameters used by the Requisition to determine allowable object codes.
Individual line items
- Add the item line to the requisition.
- In the Current Items section, click the button for the line to which you want to add an accounting distribution.
- In the Item Accounting Lines section, complete the accounting line and indicate a percent and/or amount of this item line that should be charged to this accounting line. Click Add to add an accounting line. If the Amount is left blank, when the Calculate button is clicked, the Amount will be filled based on the Percent. Percent must total 100.
All line items at the same time
Line item accounting and line item commodity codes could create a lot of repetitive data entry. For example, if there are 100 line items but only one account/object code and one commodity code, using Setup Distribution will load the accounting line and commodity code information to all the line items rather than entering the information to each line item.
Accounts and commodity codes are distributed only to the line items where there are no accounts or no commodity code. This process does not replace the accounts or commodity codes that have been setup for individual line items.
- Add or Import the Line Items
- Click the Setup Distribution button.
- The system opens a new Accounting Lines section and a blank Commodity Code field.
- Complete the Commodity Code field and/or accounting line and indicate the percent of this item line that is distributed to the items on this requisition.
- Click the Add button to add the accounting line, repeat until all accounting lines are added. Percents must total 100 for each group of accounting lines added .
- Click Distribute to Items button to apply this distribution to all item lines that do not already have an accounting distribution specified.
Removing Accounts from all Item Lines
If line items have accounts set up and those accounts need to be modified, the individual accounting lines may be modified by editing each accounting line. Or you can use the Remove Accounts from all Items button and then readd the accounting lines using Setup Distribution or adding the accounting lines one at a time.
Removing Commodity Codes from all Items
Similarly, you can use the Remove Commodity Codes from all Items button to remove all the Commodity Codes and then readd the Commodity Codes by using Setup Distribution or by adding commodity codes to line items one at a time.
Capital Asset Tab
The Capital Asset tab identifies high-value purchases that must be accounted for as capital assets. Initially, this tab contains a single section—System Selection. When there are qualifying items on the requisition, clicking the Select button displays a Capital Asset Items section in the Capital Asset tab. Only qualifying items appear here, and there may be multiple items. To qualify, each item's total amount must exceed the institution's capital asset threshold defined in parameter CAPITALIZATION_LIMIT_AMOUNT and the object code used in the accounting line must be a capital asset object code as determined by PURCHASING_ACCOUNTS_PAYABLE_OBJECT_LEVELS and PURCHASING_OBJECT_SUB_TYPES.
The values listed in the dropdows can be edited using the Capital Asset System State and Capital Asset System Type lookups and maintenance documents. New values require coding.
- Capital Asset System Type: Indicates the end result of the purchased items, either
- IND - Individual Assets: individual assets will be created for each capital asset line item
- MUL - Multiple Systems: lines will be combined to create multiple systems, for example, lines 1 and 4 will create one asset; lines 2 and 3 will create a 2nd
- ONE - One System: a single asset will be created by combining all line items
- Capital Asset System State: Indicates if creating new asset, or adding to an existing asset.
Two new buttons display after clicking Select:
- Change: Clears the capital asset tab of all values and makes the System Selection options available.
- Update View: Refreshes the Capital Asset tab if changes have been made to the Line Items that would result in requiring additional changes in the Capital Asset tab.
The fields that will display in this tab will change based on the Systems Selections. Following are screenshots of the different combinations. The fields that may display are described after the screenshots.
- Capital Asset Transaction Type: Defines asset transaction type. On movable equipments purchases the Capital Asset Transaction Type is used to identify the asset category (for example, movable, fabrication, capital lease). Values in this dropdown are maintained in the Capital Asset Transaction Type lookup and maintenance document.
- Capital Asset Note Text: Notes related to the asset or system.
- Capital Asset System Description: Description of the asset or system.
- Receiving Outside of Current Fiscal Year: Defaults to No with a Select button available. Clicking the Select button toggles the field to Yes, changes the button to Clear, and sets the Asset Type Code field to the value specified in parameter PURCHASING_DEFAULT_ASSET_TYPE_WHEN_NOT_THIS_FISCAL_YEAR. Clicking the Clear button reverses the Select.
- Manufacturer: The name of the manufacturer. Click Same as Vendor button to populates this field with the vendor name on the Vendor tab of the document.
- Asset Type Code: Enter or lookup a valid Asset Type code. The Asset Type code primarily identifies the depreciable life of the asset and whether it's movable (Moving Indicator=Y) or non-movable (Required Building Indicator=Y). When the Asset Type Code Required Building Indicator = Y, Room cannot be populated.
- Model Number: Optionally, enter the model number of the asset.
- How Many Assets?: Enter the number of assets that are being created or modified, this will determine the number of locations required.
- Location: The fields in this section are self explanatory. This is where the asset will be located. The total of the Item Quantity field must equal the number of assets being created.
- Add Asset Number: Displays when Modify Existing is selected. Multiple asset numbers can be looked up and returned to the document.
The Payment Info tab is used to indicate the type of payment schedule required and the duration of that schedule, if recurring payments are required for the items on this requisition. The following fields are informational and do not drive functionality.
- Type of Recurring Payment: Select the proper recurring payment schedule from the list. Examples might include Fixed Schedule, Fixed Amount, Fixed Schedule, Variable Amount and Variable Schedule, Variable Amount. Values in this list can be maintained using the Recurring Payment Type lookup and maintenance document.
- Begin / End Date: Required if Type of Recurring Payment has been selected. Indicates the time period in which the requisition is active.
- Billing Address: Defaults based on the Delivery Campus entered on the Delivery tab. Billing Addresses are maintained using the Billing Address lookup and maintenance document.
Additional Institutional Info
The Additional Institutional Info tab collects additional organizational information about the requisition. Most fields are self explanatory, those requiring additional
- Method of PO Transmission: From the list, select the PO transmission method that should be used to send the related PO to the vendor. Choices include Print and No Print. Other types of transmission that require additional setup are Electronic (requires that B2B has been implemented) and Fax (requires that a fax server has been configured).
- Requestor Name, Phone and Email: Identifies the person who requested the item and can answer questions about the purchase.
- Contact Name, Phone and Email: Identifies the person who can answer questions about the administrative aspects of the requisition.
- Reference 1 - 3: Use to provide additional reference information. These fields are informational and do not drive functionality.
- Cost Source: The cost source will always be estimate unless the vendor was selected from the Contract lookup. In that case the cost source associated with the contract is displayed here.
- PO Total Cannot Exceed: Indicates a total dollar amount that the associated PO should not exceed. This field is informational and does not drive functionality.
The Account Summary tab combines all the accounting information for the item(s) or service(s) on this requisition for easy reference. Click Refresh Account Summary button to reload the page and view the accounting lines and dollar amounts assigned to each line item.
View Related Documents and Payment History
The View Related Documents tab collects information about all the documents associated with this Requisition - the Purchase Order, Payment Requests, Credit Memos and Asset documents. The Payment History tab displays payments and credit memos related to this Requisition.
- The View Related Documents tab will be empty until the Requisition becomes a Purchase Order.
- The Payment History tab will be empty until Payment Requests and Credit Memos are processed against the Purchase Order initiated by this Requisition.
The requisition document routing includes the following special condition routing in addition to the regular account review and organization review hierarchy:
- Content routing: This type of routing allows the initiator of a requisition to route an incomplete document and have it completed by another user. Content routing is optional and rules are created based on the Chart and Organization values in the requisition’s Requisition Detail section of the Document Overview tab. A user who receives a document via content routing has a request type of Complete for the document in his or her action list. This user may open the document, complete it and send it into normal routing. Content routing is most commonly used for the completion of accounting information.
- Sub-account review: The requisition allows for approvers to be defined at the sub-account level. If the requisition uses a sub-account on its accounting lines, Workflow checks to see whether there is a specified routing rule for this sub-account. Users can only approve/disapprove the document at this level. Approvers cannot change content.
- Fiscal officer routing: Approvers can modify and/or add accounting lines for accounts that they own; the only other content that can be modified at this level is the Org Document Number field.
- Organization review routing: Optional route level to organizations for the accounts set-up on the document based on the requisition amount total and charts/orgs in use.
- Commodity code review: This route level is triggered if a commodity code on any line item has been added to the Commodity Reviewer role.
- Separation of duties: This rule routes a requisition to a defined central approver if the amount of the document exceeds an institutionally defined threshold and there have been no approvers other than the document initiator. This routing ensures that requisitions above a specified dollar amount are approved by at least two users. Approvers can only approve/disapprove. Approvers cannot change requisition content.
- Requisitions can be copied up to the number of days specified in the Allow Copy Days in the Requisition Source table.
- If certain criteria are met (low dollar limit, vendor has been selected, etc.), the requisition will be fully approved and will generate an automatic purchase order (APO) and the PO will begin routing. Refer to Automatic Purchase Order Rules for the complete list of rules that determine whether or not a requisition will bypass Purchasing and become a Purchase Order automatically.
- If these criteria are not met, the requisition requires that a contract manager be assigned before the PO will be generated. Purchasing staff make this assignment via the Contract Manager Assignment document. A note is added to the Requisition to explain why it did not become an APO.
- FYI Notifications are sent to the initiator and fiscal officer when the requisition is fully approved.