PO> Requisitions> Requisitions
Create a Requisition
Summary
After requisition line items have been created and approved, purchase orders can be created from the requisition line items in the Purchase Order module. Purchase orders can be created from a single requisition line item or by grouping together requisition line items for the same vendor from multiple requisitions. Follow this process to create a requisition.
In order to create a requisition, you must establish the proper system security settings for your user account. These settings are maintained on the Menu Security Maintenance window (SS> Maintenance> Menu Security) and the Database Security Maintenance window (SS> Maintenance> DB Security).
Related Links
Click here for information on Department Maintenance.
Click here for information on Location Maintenance.
Click here for information on Vendor maintenance.
Click here for information on the PO Setup window.
Click here for information on creating inventory items.
Click here for information on Commodity Code maintenance.
Step by Step
1 Open the Requisition Search window (PO> Requisitions> Requisitions).
2 Create a new requisition.
3 Create a Standard requisition line item.
- The Status on new line items is automatically set to Open.
- The line item status will change to Void if the line item is voided during the Requisitions Approval process.
- Select Standard from the Line Type drop-down menu.
- Enter a Vendor number or click the field label to select a vendor from a list.
- This field will populate with the vendor selected on the Requisition Maintenance window.
- This is an optional field unless the Require vendor number toggle is checked on the PO Setup window (PO> Utilities> Setup> Requisitions tab). Click here for information on the PO Setup window.
- Enter an Item or click the field label to select an existing item from the Item Selection window.
- The Product Code field can be used to enter the product code of the product on the requisition line item.
- Enter a Commodity Code or click the field label to select one from a list.
- The Quantity field is used to specify how many Items will be included in the requisition line item. The base
line item amount on the requisition will be calculated by multiplying the unit quantity by the unit price.
- A Standard line item cannot be created without a positive value in this field.
- The Unit Type field is used to select the type of units that are represented by the Quantity
field.
- This field will default to the Unit Type associated with the selected item.
- The Price field is used to enter the unit price of the units on the line item.
- This field will default to the unit price attached to the selected item.
- The Amount field will populate with the total amount associated with the line item. This amount is calculated by multiplying the unit Quantity
by the unit Price.
- The GL Account field is used to attach an account to the requisition.
- If there is a budget amount attached to the selected GL account, an information window will open if a created purchase order results in the GL account going over the budgeted amount. The system will calculate if the GL account is over the budgeted amount by adding the balance plus the encumbrances and the requisition line item. If the Allow budget warning override in PO requisitions toggle is not checked on the PO Setup window (PO> Utilities> Setup), the information window will not allow users to continue. The information window will not open when the GL account does not have a budgeted amount.
- The GL Description field will populate when the GL Account is selected.
- A
Requisition must be assigned a GL Account number before it can become a Purchase
Order.
- The PM Task and PM Type fields are used to attach PM module information
to the line item. If you attach a task to the line item, you must also attach
a type code.
- The PM Task field is used to attach a PM module task code to the requisition line item. When the requisition is attached to a PO
module purchase order (PO> Purchase Orders> Import Requisitions), and that purchase order is committed (PO>
Purchase Orders> Commit), a PM module transaction will be created on the task.
- The PM Type field is used to attach a PM module type code to the PM
module line item. If you attach a task to the PO, you must also attach a
type code.
- The Reference Number field is used to enter a work order reference number.
- This field will only be enabled if the Require unique reference number toggle is checked on the WO Setup window (WO> Utilities> Setup). Click here for information on the WO Setup window.
- Unique reference numbers can help Springbrook users easily attach work orders to requisition line items without having to remember specific work order numbers or use the work order selection window.
- If this toggle is not checked the Reference Number field will not be enabled. If a reference number is attached to the work order selected below, that reference number will automatically populate.
- The Work Order field is used to attach a work order to the requisition line item.
- By attaching a work order to a requisition and then processing that requisition through the PO Purchases Orders, PO Receiving, and IC Transaction processes, you can bill the specified work order for the items requested in the requisition.
- Work orders are created and maintained on the Work Order Maintenance window (WO> Work Orders> Work Orders). Click here for information on Work Order Maintenance.
- The Purchase Order field will populate when the requisition is attached to a purchase order.
- The Description field is used to enter an optional description for the requisition line item.
- The Comment field is used to attach a comment to the requisition line item.
- This field will populate in the Description field on POs created from this requisition if the Use comment field when creating PO toggle is checked (PO> Utilities> Setup> Requisitions tab).
- Click the Exit icon
to return the line item to the Requisitions Maintenance window.
- Click the Save icon
to save the requisition.
4 Create a Contract requisition line item.
- Follow this process to create a contract line item on a requisition. When the requisition becomes a purchase
order, the contract Purchase Order has a cap amount. As you create invoices on the contract purchase order,
the system will track the invoiced amount in relation to the capped amount. When the entire contract
amount has been invoiced, the Purchase Order line item will close.
- Creating a Contract requisition line item involves many of the same steps as creating a Standard requisition line item.
- Select Contract from the Line Type drop-down menu.
- This will disable the Item, Product Code, Quantity and Unit Type fields below.
- Enter a Commodity Code or click the field label to select one from a list.
- The Price field is used to enter the unit price of the requisition line item.
- For contract line items, the Amount field will populate with the same value as the Price field.
- The GL Account field is used to attach an account to the requisition.
- If there is a budget amount attached to the selected GL account, an information window will open if a created purchase order results in the GL account going over the budgeted amount. The system will calculate if the GL account is over the budgeted amount by adding the balance plus the encumbrances and the requisition line item. If the Allow budget warning override in PO requisitions toggle is not checked on the PO Setup window (PO> Utilities> Setup), the information window will not allow users to continue. The information window will not open when the GL account does not have a budgeted amount.
- The GL Description field will populate when the GL Account is selected.
- A
Requisition must be assigned a GL Account number before it can become a Purchase
Order.
- The PM Task and PM Type fields are used to attach PM module information
to the line item. If you attach a task to the line item, you must also attach
a type code.
- The Work Order field is used to attach a work order to the requisition line item.
- By attaching a work order to a contract requisition line item and then processing that requisition through the PO Purchases Orders, AP Invoices, and IC Transaction processes, you can bill the specified work order for the items requested in the requisition.
- Work orders are created and maintained on the Work Order Maintenance window (WO> Work Orders> Work Orders). Click here for information on Work Order Maintenance.
- The Purchase Order field will populate when the requisition is attached to a purchase order.
- The Description field is used to enter an optional description for the requisition line item.
- The Comment field is used to attach a comment to the requisition line item.
- This field will populate in the Description field on POs created from this requisition if the Use comment field when creating PO toggle is checked (PO> Utilities> Setup> Requisitions tab).
- Click the Exit icon to return the line item to the Requisitions Maintenance window.
- Click the Save icon to save the requisition.
5 Approve the requisition.
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or press DELETE to delete the selected requisition.
or press ENTER to edit the selected requisition.
or press INSERT to create a new requisition. This will open the Requisition Maintenance window.
to attach related documents to the requisition.