Next Year’s Requisitions

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Use this option to enter and copy requisitions for the next fiscal year. If you are copying requisitions, you can select the requisition to copy from the current or next year.

Budget checking does not apply to new year requisitions since ledger balances are set to zero until budgets are posted. However, you must have your budget ledgers set up for the next fiscal year to create new year requisitions.

Menu Path:  Purchasing > Entry & Processing > Requisition Processing > Next Year's Requisitions

Prerequisites

Before entering requisitions for next year, verify that the Organization Chart and related ledgers are set up for distributing accounting charges in the new year. Following are the steps for creating the ledgers:

1. Data must be extracted from Fund Accounting using Budget Preparation's Extract Information option.

2. Ledger records must be updated using Budget Preparation's Reference Tables and Budget Entry options.

3. Expenditure, Revenue, and Project ledgers must be created for the new year using either Create New Year Ledgers in Fund Accounting or Post Budget (Create) in Budget Preparation.

4. The new year's General Ledger must be set up in the Create New Year Ledgers option.

Using the Next Year's Requisitions Option

Following are some general considerations for working with the Next Year's Requisitions option:

• The system sets the year for new year requisitions by incrementing the current year by one.

• The New Requisition Information page's Set Period item displays the Reset Period page, where you can change the transaction date for your new year requisitions.

• Fund Accounting Profile's Sep Seq for Next Yr Req Numbers checkbox enables using a different sequence of requisition numbers from the one being used in the current year.
  If the field is selected, the system uses the Profile's Next New Year Req Number field to determine the number to assign. If needed, you may change the default when entering a requisition.
  If the Profile's User Assigned Req Numbers field is selected, the Next New Year Req Number field does not apply. In this case, you must enter a requisition number that has not been used.
  If neither Profile field is selected, the system continues using the current sequence of numbers.

• The Action Bar's Copy item enables you to create new year requisitions from existing requisitions in the current year or next year. For details, refer to the Procedures section.

Note

Using the toolbar's Save in Progress item saves the requisition you are adding or updating without submitting it for approval and without updating its distribution pre-encumbrance information. The requisition's status will be set to In Progress until you use Save, which changes the status to Complete.

Adding requisitions for the new year

1. Verify that ledger records are set up for the new year.

2. Select Purchasing > Entry & Processing > Requisition Processing > Next Year's Requisitions to display the Next Year Requisition Listing page.

3. Click Add New.

4. In the New Requisition Information page, complete the fields to define the requisition, including its accounting distributions. For field descriptions, refer to Requisition Information Page.

5. Click Save.

Creating a new year requisition by copying an existing requisition

1. Verify that ledger records are set up for the new year.

2. Select Purchasing > Entry & Processing > Requisition Processing > Next Year's Requisitions to display the Next Year Requisition Listing page.

3. Click the Copy on the Action Bar to display the Copy Requisitions page.

4. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
   The Year field defaults the new year. You can accept the default or the current year, depending on the year from which you want to copy the requisition.

5. In the untitled List section, select the requisition you want to copy, and then click OK.

6. In the Copy Requisition From page's Header tab, change the fields as needed.

7. Display the Line Item tab by selecting a line item, and then clicking OK.

8. In the Line Item tab:

   • To change a line item, change its fields as needed.

   • To navigate through line items, use the toolbar's navigation controls.

   • To add a line item, click Add Item on the Action Bar, complete the fields in the Line Item tab, and then click OK.

   • To delete a line item, display it, click Delete Line Item on the Action Bar, and then click Yes on the confirmation dialog.

9. Click Save.

10. To copy and create another requisition, repeat Steps 5-8. If you need to generate a new list of requisitions, repeat Step 4 as well.

11. To return to the Next Year Requisition Listing page, click Back.

Updating new year requisitions

Use this procedure to change a new year requisition's information, including adding, updating, and deleting line items.

1. Select Purchasing > Entry & Processing > Requisition Processing > Next Year's Requisitions to display the Next Year Requisition Listing page.

2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.

3. Select the requisition you are changing, and then click OK.

4. In the New Year Requisition Information page, change the fields in the Header tab as needed.

5. To open the Line Item tab, select an item, and then click OK.

6. In the Line Item tab:

   • To change a line item, change its fields as needed.

   • To navigate through line items, use the toolbar's navigation controls.

   • To add a line item, click Add Item on the Action Bar, complete the fields, and then click OK.

   • To delete a line item, display it, click Delete Line Item on the Action Bar, and then click Yes on the confirmation dialog.

7. Click Save.