How to create a requisition

Steps to create a requisition:

1. From the Requisition Master Menu, select Department Processing

2. Select Requisitions

The Requisition Processing screen shows the list of existing requisitions

3. Click "+" from the toolbar to create a new requisition

4. Enter requisition information.

• Department name, Fiscal year and Requisition date are the only fields required by the system. However, you may complete any or all of the other fields depending on purchasing policy, purchase type, etc.
• The Requisition number is usually automatically assigned.
• Emergency requisitions will be color coded in red.
• Special information is the information included in the email sent to the approvers.
• The three supplier info fields can be used to enter the typically required quotes or for any other information that will be helpful during the purchase process.
• The last two items are user defined special notification fields. When "Yes" is selected, an email is sent to the address specified in the constants file when the requisition is first created.

5. Click on Other

These three user defined labels can be used to capture information not already captured in other parts of the requisition. These labels are user defined and are optional to complete.

6. Click Submit to prompt the Requisition Detail Add screen

7. Complete the requisition line item detail.

• The fields required by the system are: Product group, Line item description, Quantity, Price per unit and at least one Account Number. However, additional information may be entered depending on purchasing policy, purchasing type, etc.
• You can split any item between multiple accounts (up to 5 accounts)
• If the Account number is budgeted by line item, then the Budget item is required
• The asset id is normally entered later by purchasing
• Only authorized users can create requisitions with items that are over budget

8. Click on Other

All fields on this screen are optional.

• Stock number and Manufacturer brand name may be helpful for some items
• The vendor and PO information will be populated when the purchase order is generated
• User field 1 and User field 2 can be used for capturing information for which there is not already a field or for reporting purposes
• Scheduled delivery can be used to set up specific quantities and dates that items are expected to be received
• User code can be used for anything including tracking for reporting purposes
• Employee number and asset number are not used at this level

9. Click Submit when finished. You may enter as many line items as needed. When finished go back to the Work with Requisitions Detail screen by selecting the back arrow from the toolbar to review all of the requisition items that have been entered. Click "+" to add items as needed. See example below.

10. When finished click the arrow to go back to Requisition Master Menu

11. Click "Complete Req" to start the approval process to generate a purchase order. This action is needed so that requisitions do not get approved while the users are still entering information.

12. Click Submit to complete the requisition.

The requisition is now marked as complete and will start the approval process and purchase order creation. Typically changes will no longer be allowed by anyone other than the purchasing department or designated buyer.

13. Go back to the Requisition Processing screen. The newly completed requisition should show as "Ready to Approv" See example below.

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