Requisition Information Page

Requisition Information

For viewing and changing requisitions. To display the page, select a requisition in the Requisition Listing page, and then click OK.

New Requisition Information

For adding requisitions. To display the page, click Add New in the Requisition Listing page.

Copy Requisition

For adding a new requisition by copying an existing one. To display the page, click Copy on the Requisition Information page's Action Bar.

Header Tab

Defines a requisition. The data stored here includes the requisition number, approval group, required and requested dates, and vendor and shipping information.

Line Item Tab

Defines a requisition's line items. The data stored here includes the commodity requested, quantity, description, costs, account distributions, and Warehouse Inventory, Vendor Bidding, and Fixed Assets settings.

Header Tab

Add Item

Opens the Line Item tab for adding an item to the requisition. For details, refer below to the Procedures section.

Purchase Order Detail

Displays the Purchase Order Information page for the selected requisition. For details, refer to Purchase Order Information Page.

The following display when you select an item in the Line Item section:

Delete Line Item

Deletes the current line item. This also displays on the Action Bar when you have the Line Item tab open. For details on deleting a line item, refer below to the Procedures section.

Approval Status

Displays the Purchase Order Approval page. This also displays you have the Line Item tab open. For more information, refer to Purchase Orders - Purchase Order Approval Page.

Line Item Tab
In addition to the above, the following Action Bar item displays when the Line Item tab is open:

Vendor Quotes

Displays the Vendor Quotes page for entering quotations from one or more vendors. For more information, refer to Vendor Quotes Page.

Tax Rate

Displays the Taxes page for resetting the tax rate for the current line item. For details, refer to Taxes Page.

Alternate Order Address

Header tab. Displays the Vendor Order Addresses page for assigning a different vender address, restoring the original address, or creating a new address. For details, refer to Vendor Order Addresses Page.

Disable Full Account View

Header tab and Line Item tab's Pricing section. Replaces the Budget Unit and Account fields with the Full Account field. Only available if your Fund Accounting Profile's Full Account Expense field is selected. For details, refer to Full Account.

View Distribution Templates

Line Item tab's Pricing section. Displays the Charge Distribution Templates page, where you can select a template and apply its account distributions. Only available if you have one or more records in the Distribution Templates table and select T - Templates in the tab's Distribution Method field. For details, refer to Charge Distribution Templates Page.

First Item

Accesses the requisition's first line item.

Previous Item

Accesses the line item viewed previous to the current one.

Next Item

Accesses the line item following the one being viewed.

Last Item

Accesses the requisition's last line item.

Requisition

Number identifying the requisition. Required for new requisitions. Display only for existing requisitions. Character/8

• If your Fund Accounting Profile is not set for user-assigned requisition numbers, a numeric code defaults into the field. You can change this as needed.
• If a length is set in the Profile's Zero-Fill Length of Req Num field, all requisition numbers must be the length specified. While the length can be 1-8 characters, 8 is usually recommended.
• If the Profile defines a length and a combination of letters and numbers are used, the letters must be at the beginning or end. The system fills the portion preceding the first number with zeroes. For example, the system converts A23 to A0000023 and 2A to 0000002A.

*Approval*

Code identifying the requisition’s approval group, as defined in Purchasing’s Approval or Purchasing Defaults table. Required. The field’s title is defined in the Fund Accounting Profile’s Group Title field.

The requisition approval process can be set up in the Fund Accounting Profile to approve requisitions by key organization or user-defined approval group.

For an explanation of how approval groups affect requisition approval, refer to Approval Table Or Concepts.

Requested

Date that the requisition was created. The field defaults the Fund Accounting Profile’s Transaction Date. You can change this, if needed.

Required

Date that the requested items are required. This date is used to calculate the Days Overdue field on the Requisition Status report.

Vendor

Code identifying the vendor who supplies the requisition item, as defined in the Vendor List. A vendor with a status of BIDDING cannot be entered on a requisition. For more information, refer to Vendor List.

Vendor Address

When you enter a vendor's code, the vendor's name and address display. If the vendor has multiple ordering addresses, you can use the Vendor field's Alternate Order Address button to display the Vendor Order Addresses page for assigning a different address or adding a new alternate address. For more information, refer to Vendor Order Addresses Page.

Add Attachment?

Checkbox indicating if the Attachments page should open once the requisition is saved.

This field only displays when you are adding a requisition. You can view, add and delete attachments for existing requisitions using the toolbar's View Attachments item. For details, refer to Attachments Page.

Freight

Method of shipment for the requested items. You can enter a generic method, such as VENDOR DELIVERY or MOTOR FREIGHT, or specify a carrier, such as UPS or JONES TRUCKING. Character/35

Comments

Three lines for additional information on the requisition. The first 25 characters of the first line are carried over when the requisition is converted into a purchase order. Character/35 per line

Buyer

Title, name, or department of the requester. To ensure that reports related to this field sort properly, use a consistent method when identifying buyers. Character/35

Attention

Building or department name identifying the location where the shipment should be directed once it is received. Character/35

Ship To

Code identifying the destination where the line item should be delivered, as defined in Purchasing’s Shipping Table. The address displays below the field when you select the shipping code.

Requisition

Requisition number associated with the line item, as entered in the Header tab. Display only.

Item Number (untitled)

System-generated, display-only line item number for the product or service being requested. A requisition can include up to 99 line items.

Shipping Charge

Checkbox for creating a separate line item for freight or shipping and handling charges. The line item created in this case is assigned to line 99.

Selecting the box allows you to access the Line Item tab's Shipping field, where you can enter the item's shipping charge. For additional details on shipping charges, refer to the description of the Shipping field in the Pricing section.

Commodity

Code identifying the item being requested. Use the field's Lookup button to select a commodity. You can leave the field blank if the product or service does not have a record set up in the Commodity table.

Stock Number

Warehouse stock number for the requested item. This field only applies if you use the Warehouse Inventory System.

• If you entered a code in the Commodity field associated with a stock number, the stock number defaults to this field. This becomes the default stock number when the requisition is converted into a purchase order.
• If the requisition's shipping location is defined in the Warehouse table, the system checks to see if an Inventory Catalog record exists for the stock number entered. The system uses the combination of Ship To code and stock number to determine the Inventory Catalog record to update when you receive ordered materials.
• If the Warehouse Inventory Profile's Inventory Accounts fields define an account range and the requisition's distribution accounts are in this range, the Stock Number is required.

Bid Item

Checkbox indicating whether a bid is required. Select the field if this is a bid item. Once you save an item, you cannot change the Bid Item field.

If you use the Vendor Bidding System, bid items require a bid and are not included on a purchase order until the bid process is complete.

The checkbox is selected by default if you entered a code from the Commodity table that has its Bid Required checkbox selected. If needed, you can clear the field.

Fixed Asset

Checkbox indicating whether the item meets asset requirements defined in the Fixed Assets Profile. If the field is selected, the system generates an interface record in Fixed Assets when the requisition is converted to a purchase order and the purchase order is posted.

The system automatically selects the box under the following conditions:

• The requisition's distribution accounts are in the range defined in the Fixed Assets Profile.
• The item's Unit Price is in the range defined in the Fixed Assets Profile.

If these conditions are not met, you can select the field. If you do not use the Fixed Assets System, leave the field blank.

Description

Brief description of the item. Up to 200 characters of the description appear on printed requisitions in portrait format and up to 250 characters in landscape.

• If a commodity code is entered, the description defaults from the Commodity table. You may change the default as needed.
• If a commodity code is not entered, or does not include a description, you must enter at least one line of text.

The following fields only display when you are viewing an existing line item. They do not appear in the New Requisition Information page.

Status

Current status of the requisition line item. The system designates one of the following codes based on how the item has been processed:

A - Approved - The item has been approved at all required levels.
C - Needs Correction - The item was flagged by an approver for correction. The approver's comments can be seen using Approval Status on the Action Bar to display the Requisition Approval page.
G - Converted to Bid - The item was converted into a bid using Vendor Bidding.
D - Denied - Approval for the item has been denied.
M - Converted to PO - The item was converted into a purchase order in Purchasing.
O - Open - The request for the item has not been approved/denied, flagged for correction, or converted to a bid or purchase order.
P - Partially Approved - The item is approved at one or more required levels, but still needs approval at other levels.

Approve Or Reject Date

Date when the item was processed using the Approve/Deny Requisitions option. The field is blank if the item is neither approved nor denied, except with the status C - Needs Correction, in which case the field does not display.

Purchase Order

Number identifying the purchase order associated with the requisition line item. The field is blank if there is no purchase order tied to this line item.

Item Number (untitled)

Number identifying the purchase order line item associated with the requisition line item. The field is blank if there is no purchase order tied to this line item.

Measure

Description of the unit of measure, for example, GALLON, LB, CASE, or EACH. This information defaults from the Commodity table if a commodity code was entered and the Commodity record has information in the Measure field.

Quantity

Quantity of the item. Decimal/8,2

Unit Price

Price per unit. If you entered a commodity code, this value defaults to the amount in the Commodity record’s Last Price field. Decimal/12,4

Extended Amount

Quantity multiplied by unit price. If you change the quantity, the amount recalculates.

Discount Percent

Percentage to discount the extended amount. The discounted amount appears in the Trade/Discount field. If you need to enter a dollar amount discount or trade amount, leave the field at its zero default. Decimal/12,4

Discounts can also be designated for vendors in the Vendor List. Vendor discounts are applied when payment is made to the vendor. They are separate from the discounts entered for requisition and purchase order line items.

Trade Or Discount

Negative value to indicate a trade-in or discount amount for this item. Leave the field at its zero default if no trade or discount applies. Otherwise, use the minus sign to enter an amount less than zero, -100.00. Decimal/12,4

If you entered a discount percentage in the Discount Percent field, the system calculates and displays the calculated trade/discount amount. Vendor discounts can also be set up in the Vendor List. Discounts are applied when payment is made to the vendor, not in the requisition.

Shipping

Total freight or shipping and handling charges for all items in the requisition. You can only access this field if the Shipping Charge checkbox is selected. Decimal/12,2

When you enter the shipping charges, the system allocates this amount, plus any taxes in the line item’s Total Tax field, among all existing line items based on the percentage of their amounts relative to the requisition’s total cost. The calculation used for determining the shipping charge on each line item is:

Line Item Shipping Charge = (Shipping Charge + Total Tax) X (Line Item Amount ÷ Total Requisition Cost)

Example: If a requisition's total Shipping Charge is $100 including tax, the line item's Charge is $200, and the Total Requisition is $1,000, the Line Item Shipping Charge would be $20 (100 X (200 ÷ 1000)).

Tax Total

Total sales and use taxes for this item, based on the Vendor List rates for the requisition’s recommended vendor.

To enter or adjust the rate, display the Taxes window by selecting either the field’s Tax Rate button or the Tax Rate item on the Action Bar. For details, refer to Taxes Page.

Total Price

Extended amount plus the tax total, less any trade-in or discount amount.

Distribution Method

Code indicating how the item’s cost is distributed.

Select:

A - Amount - Distribute accounting charges based on amount. With this selection, the Distribution section includes Percentage and Amount columns.
M - Modified - Indicates the T - Template setting was used originally and distributions from the template selected were changed. This setting cannot be selected. It is display only.
P - Percentage - Distribute accounting charges by percentage. With this selection, the Distribution section includes Percentage and Amount columns.
Q - Quantity - Distribute accounting charges based on the quantity. With this selection, the Distribution section includes Quantity and Amount columns.
T - Template - Distribute accounting charges based on records in Purchasing’s Distribution Templates table. This selection enables you to access the Distribution Template field, as well as the View Distribution Template button. For additional details, refer to the description of the Distribution Template field.

Distribution Template

Identifies the template to use for determining the line item’s distributions. The field’s drop-down list includes all records from Purchasing’s Distribution Templates table for the year that applies to the requisition.

When you select a template and click OK, the distributions from the template default to the Distribution section. You can accept the defaults or modify the distributions as needed. If you subsequently make changes, the system assigns M - Modified to the Distribution Method field when the requisition is saved.

To review the distributions in the table’s templates, use View Distribution Templates to display the Charge Distribution Templates page. For additional information, refer to Requisitions - Charge Distribution Templates Page and Distribution Templates Table.

Full Account

Budget and account codes for the ledger account for charging the requisition item. This field accepts the account information formatted according to the full account mask defined in the Fund Accounting Profile.

The full account mask is a template determining the position and length of Organization Chart and Account List codes when they are combined to form ledger account codes. Use the field's Lookup button to select the code. If you would rather enter budget unit and account codes in separate fields, use the Disable Full Account View button.

*Budget Unit*

Budget unit for the line item charges. The field's title is defined in the Fund Accounting Profile.

You can charge the entire amount to a single budget unit, or split the line item charge among multiple budget units, as long as the total charges equal the item's full cost.

If the Fund Accounting Profile's Full Account Expense field is selected, the Full Account field displays in place of the Budget Unit and Account fields.

Account

Account number for distributing the item’s cost. The account must be tied to the organization identified in the Budget Unit field.

You can charge the entire amount to a single budget unit/account, or split the line item charge among multiple accounts as long as you charge the item’s full cost when all distributions are totaled.

The system determines if a pre-encumbrance applies, depending on the Pre-Encumber Requisitions field in the Organization Chart. If the field is set to:

• N - No Checking - the system does not check the account’s budget balance.
• W - Warning - the system issues a warning message if the item’s cost exceeds the account’s balance.
• F - Fatal - the system does not allow the user to enter a charge if the item's cost is greater than the account’s balance.

*Project*

Project code for the line item charges. The field’s title is defined in the Fund Accounting Profile. This field is required if project accounting applies to the transaction.

The project code and project account combination must be defined in the Project Ledger. As with budget units and accounts, you can allocate the requisition item’s expense to multiple project/project account combinations.

Your entry in this field may be affected by the budget unit entered, depending on the budget unit’s setting in the Organization Chart’s Project Link field.

Account

Account number for charging the project expense. The project code and project account combination must be defined in the Project Ledger. You can charge the entire amount to a single Project Ledger account, or split the line item charge among multiple accounts.

The system checks the budget balance for this project, as defined in the Project List’s Check Budget Balance field. For details on budget checking, refer to the description of the budget unit’s Account field.

Percentage

Percentage of the item’s total cost allocated to the distribution line’s budget unit/account combination and, if applicable, project/project account. Decimal/3,2

Your entries depend on the selection in the Distribution Method field. This field does not display with the Q - Quantity distribution method.

P - Percentage - Enter the percentage in decimal format for each distribution line. The system adjusts the amount and remaining percentage with each entry. The total of the Percentage fields for all distribution lines must equal 1.0 (100%). With this setting, the Amount field is display only.
A - Amount - Enter distributions the Amount fields, and the Percentage field is display only. Initially, the system defaults the Total Price to the Amount field in the first distribution line. If you change the amount, the remaining amount and percentage defaults to the next line, The total amount for all distribution lines must equal the requisition’s Total Price.
T - Template - The template selected in the Distribution Template field determines the default distributions, which you may change as needed. A template can have an Amount or Percentage method, depending on the Default Account Info Only checkbox in the template record. For related information, refer to Distribution Templates Table.

Quantity

Number of units from the requested quantity charged to this distribution line. The Quantity field displays in place of the Percentage field if you selected the Q - Quantity distribution method. In this case, the Amount field is system calculated based on the units entered. Decimal/8,2

The field’s first distribution line defaults the quantity from the Pricing section’s Quantity field. If you change this, the system defaults the remaining units to the next distribution line. The total units from all lines must equal the value in the Pricing section's Quantity field.

Amount

Amount allocated to a distribution line. The total of the Amount fields must equal the value in the Pricing section’s Total Price field. Decimal/12,2

For the first distribution line, the amount defaults from the Pricing section’s Total Cost field. With A - Amount and T - Template (Amount) methods, you can change the default amounts. With the other distribution methods, the system calculates the amount.

If the amount exceeds the budget unit/account’s budget, a warning may display depending on the Fund Accounting Profile. The profile may also allow you to initiate a budget transfer for the amount, provided you have the required security.

• To set up a budget transfer, use Budget Transfer on the Action Bar, which displays the Batch Budget Transfer page, and then click Add New to display the Add Batch Budget Transfer page.
• To enter a different budget unit/account combination instead, click OK to return to the Requisition Information page. You can also click OK to proceed with the current budget unit/account combination, but only if budget checking is set to W - Warning.

The following display-only fields appear below the distribution listing: