Manage Requisitions

Access this form using Activities>Requisitions>Manage Requisitions.

Use this form to quickly view your pending requisitions and requisitions waiting for your approval.

You can view the following requisitions:

• all requisitions that you created,
• requisitions pending your approval,
• your requests that have been rejected, and
• partial or complete purchase orders (either all of the line items from a requisition have been included in a purchase order or only some of them).

 

This form supports the drill down feature, which allows you to view the line item detail for each requisition. You can click the plus (+) sign next to the requisition to expand the outline. When an item has been expanded, the plus (+) sign becomes a minus (-) sign. To collapse an item, click the minus sign.

Level 1—Requisition Information: Use the Activities>Requisitions>Create/Approve Requisitions>Requisition Information tab to set up the following requisition information.

• Requisition Number: The system displays the number of the requisition created.
• Title: The system displays the title associated with requisition.
• Status: The system displays the status of the requisition. Valid statuses include:
  • Saved Request - This status indicates that the requestor saved a request prior to submitting it.
  • Submitted Request - This status indicates the request was submitted but has not been approved or modified by the approver who it was originally sent to.
  • Rejected Request - This status indicates a request was rejected by an approver and forwarded back to the requestor.
  • Approved Request - This status indicates that a request has been approved at least once, but has not been given final approval.
  • Modified Request - This status indicates that a request that has been submitted to an approver for approval, but has been modified and saved by that approver. The status will be changed again according to the selection made when the request is submitted, such as Approved Request or Rejected Request.
  • Final Approval - This status indicates final approval and allows the requested items to be included on a Purchase Order or forwarded to Requisition Fulfillment.
  • Purchase Order Pending - This status displays only if the Inventory module is active. It indicates that all the items routed to fulfillment have been fulfilled but some purchase order items have not been assigned.
  • Fulfillment Pending - This status displays only if the Inventory module is active. It indicates that all items routed to purchase orders have been assigned but some fulfillment items are still open.
  • Completed - This status indicates that the entire requisition has been included on a purchase order and/or any items routed to requisition fulfillment have been fulfilled. It will not show what point in the purchase order process it is in (whether issued, completed, printed or ordered and it will not track purchase order items into the receiving process.

    Note: Requisitions with this status only appear on the form for forty-five (45) days.

• Requested By: The system displays the name of the user creating the requisition.
• Requisition Total: The system displays the total amount of all items listed on the requisition for the Item Currency. This field follows the formatting of the item currency.
• Urgent: The system determines if the creator of the requisition selected the Urgent check box when the requisition was created.
• Date Required By: The system displays the date the items are needed.
• Current Owner: The system displays the name of the last person the requisition was forwarded to. If a requisition is waiting to be added to a purchase order (has been granted final approval) or already is on a purchase order, "Purchasing" displays in the Current Owner column.
• Vendor ID: The system displays the Vendor ID selected on the Requisition Information tab.

Level 2—Item Detail: Use the Activities>Requisitions>Create/Approve Requisitions>Item Detail tab to set up the following item detail information.

• Category Code: The system displays the category code.
• Item Code: The system displays the item code.
• Item Description: The system displays the description associated with the item code.
• Purchase Unit: The system displays the purchase unit (such as bags, boxes, or cartons) entered in the Item Detail table.
• Quantity: The system displays the quantity entered in the Item Detail table.
• Unit Price: The system displays the unit price entered in the Item Detail table.
• Item Currency: The system displays the currency code associated with the item code if one is selected. If no item is selected, it displays the organization's functional currency.
• Item Total: The system displays the total amount calculated by the system from the Item Detail table.
• Item Status: The system displays the status of Open or Purchased, on which the requisition item was included, allowing you to easily keep track of all requested items. For example, Open displays when an item is entered on a requisition and Purchased displays when the requisition item is added to a Purchase Order. Note that if the Purchase Order that the requisition item was added is voided, the status returns to Open.
• Functional Total: The system displays the functional total amount calculated by the system from the Item Detail table. (It is calculated by multiplying the Item Total by the Budget Rate and is updated each time the Effective Date is changed.) This field follows the formatting of the organization's functional currency.