Creating Purchase Requisition

Transcription

1 -Type NEXT in Block then click NEXT BLOCK or leave blank and Click NEXT BLOCK icon. The system will assign the next number in the sequence. Either way is correct.

2 Using Copy Button

3 To copy the data from an existing requisition to the new requisition, click the Copy Button or select Copy Requisition in the Options menu. In the copy window, type the requisition you wish to copy in the Requisition field, and then hit TAB. If you have the right number entered, click OK. If you need to search for a number, click on the down arrow next to the Requisition and search from a list of requisitions. Select: then click OK.

4 Order Date defaults to Today s date.

5 Complete the following fields on the Requestor/Delivery Information window. -Delivery Date, Click on Calendar, select date, and click Okay. You may enter today s date if you would like the item delivered as soon as possible; otherwise enter a future delivery date.

6 The Comments field does not print on the PO. Use this field to indicate an open order or a rush order. Also, please note any items that have to be sent with the requisition can be noted here also. Just remember not to use this for information that needs to go to vendor.

7 - The Requestor field should populate with your information, based on your user name. If you wish to change it you may. You must add Org Information then tab to Ship To.

8 - Ship To should be CITDL. This is information for the vendor and we want all items to go through the warehouse. If you would like delivery to another location, Purchasing can get this information to the vendor. Attention To is information the warehouse needs to deliver internally and the contact Purchasing uses if there are questions. Attention To Line should be updated to Department or Requestor Name.

9 - Vendor, the small field to the left is for the Vendor ID. If you know this number you can fill it in. If you need to search for the vendor, click on the down arrow at the right of this field. Choose Entity Name/ID Search (FTIIDEN) and click on Last Name.

10 Press TAB to the Last Name field to enter a search for vendor. Type in a meaningful portion of the vendor name making the first letter Capital with ( % ) before and/or after, as necessary. Execute the query by pressing F8 or the Barrel between the Question Mark and X on the menu above. Do not use The as part of a vendor name.

11 Select the appropriate Vendor by double-clicking on the Vendor Number or Name, or by highlighting (clicking on) the Vendor and pressing the select icon.

12 Many vendors have more than one address and you access these choices by clicking on the arrow by the Address Type or Sequence field. All of the other fields populate on their own from the vendor information. To select Address Type double-click dropdown arrow. A list of various addresses and Sequences will appear. Double Click on correct Address Type and Sequence for your Requisition.

13 We don t use Discount or Currency so just leave them blank. Tax Group will populate. Select Next Block (Ctrl-Page Down) to the Commodity/Accounting Window. This is when the Requisition number is assigned.

14 Make note of the Requisition Number. The cursor will be blinking in the Commodity Field. Do not enter anything in the Commodity Field. Tab to the Description field and enter a general description of the product you are purchasing. If you need more space for a detailed description, select Options then Item Text from the menu above.

15 Item Text is generally used for hard-coded item descriptions that are printed and used by the Vendor, or non-printed information outlining where an item goes. For example, if you are purchasing 6 unique computers for people within a department, you may want to put the end user s name as a non-printed item text so that he/she gets the correct item.

16 Type in the additional description using as many lines as necessary. Keep the checkmark in the Print field so that it will print on the Requisition/ Purchase Order leave Print box blank if you do not want the information to print on the Requisition. Once you complete information click Save icon, then click Exit (X) icon to the Commodity/Accounting screen.

17 Tab to and enter the appropriate unit of measure in the U/M field. If unsure of the code, click the down arrow next to the field to query and select. The Tax Group will Default to ST. If Tax should not be added use NT. Tab and enter the quantity of items to be purchased in the Quantity field. Tab to and enter the price of each in the Unit Price field. A decimal point must be typed in if the unit price contains cents.

18 Tab several times to auto-fill the extended cost fields, until the cursor is back in the Commodity field.

19 Next Block to the FOAPAL portion of the Commodity/Accounting screen. The COA (Chart of Accounts) defaults to C. Tab once and the Year defaults on the transaction date.

20 Type in the appropriate Index Code or query and select by clicking on the down arrow. The Fund, Organ, and Program codes populate based on the index code.

21 Creating Purchase Requsition Access the Acct (account) field. Enter the appropriate Acct code or query and select by clicking the down arrow. Tab past the ACTV (activity), Locn (location), and proj (project) code fields.

22 If the item description is for one FOAPAL, for the full dollar amount Tab through the EXT, Disc:, and Addtl: fields to populate the same EXT Cost. Continue to tab until you return to the COA field. Save.

23 If the commodity is to be divided between two or more FOAPALs by specific percentages, once the first FOAPAL has been entered, Tab to the % check box and place a check mark inside the box. Enter the percentage amount associated with this FOAP in the USD field. Tab through and back to COA.

24 Click Next Record to access second line of FOAPAL. Repeat from Tab to the % check box on this line and enter remaining percentage. Tab through to COA on second FOAPAL line. The Document Accounting Total must equal the Commodity Total from above. Click Next Block to go to Balancing/Completion.

25 Ensure the Input, Commodity, and Accounting amounts match and are balanced. If you wish to hold the requisition hit the In Process button. This allows you to come back at any time and modify or complete the requisition. If everything balances and you are ready to complete the requisition, hit the Complete button. Your requisition will now be submitted for approval.

26