Create/Approve Requisitions - Requisition Information Tab
| Access this tab using Activities>Requisitions>Create/Approve Requisitions. |
Use this tab to enter specific information about the requisition, such as the Number, Title, Vendor ID, and Shipping Method.
Note: After the requisition has been approved at least once, the original user cannot change it. However, it can be modified by subsequent Approvers.
Advanced Security Users
Account Level Security is available for this form. This feature allows the Administrator to define the account codes and related amounts a user can view on this tab. When account level security is activated by the Administrator for the organization (Security>Set Up Account Level Segments) and enabled for a user (Security>Set Up Account Level Security), the system only displays the GL and Distribution codes that contain account codes to which the user has rights to view. Therefore, if the user did not create the requisition and does not have rights to the GL and/or Distribution Code, the user does not have rights to make changes to the requisition.
Budget and Encumbrance Users
Enter a "Date Required By" in the Date Options to enable the balance check feature. Click Check Budget and Encumbrance Balances 
to check balances for the current requisition.
Requisition Number: Enter a unique requisition number or accept the number that the system assigned. When creating a new requisition, the system displays the next available requisition number; you can also accomplish this by pressing the + key. (Requisition number options were set up by the Administrator using Organization>Set Up Modules>Electronic Requisitions.) We recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols.
Existing requisitions that need to be viewed, edited, and/or approved can also be selected from the drop-down list. If a requisition is waiting to be added to a purchase order (has been granted final approval) or already on a purchase order, Purchasing displays in the Current Owner column of the drop-down list.
Date Submitted: The system displays the date the requisition was initially submitted.
Status: The system displays the current status of the requisition after it has been saved at least once; it is assigned by the system and cannot be changed. The status provides information about the state of the requisition. It can be any one of the following statuses at a given time:
- Saved Request - The requisition has been saved but not yet submitted for approval.
- Submitted Request - The requisition has been submitted for approval.
- Modified Request - The requisition has been submitted for approval and that person has changed and saved it.
- Voided Request - The requisition has been voided by the originator or by someone with Administrative authority. The approver must first reject it and allow the original requestor to void it. (Requisitions cannot be deleted.)
- Rejected Request - The requisition has been rejected by an approver and forwarded back to the requestor.
- Approved Request - The requisition has been approved at least once. The approved request status displays as it passes among approvers until rejected or given final approval.
- Final Approval - The requisition has been given final approval, and the requested items are now ready to be included in a purchase order.
- Completed - All items on the requisition have been included in a purchase order or all quantities have been fulfilled in the requisition fulfillment.
Title: Enter a title or description for the entire requisition. (This is not the description for the actual line items.)
Requested By: The system displays the person who initially submitted the requisition.
Requested For: Enter who requested the items. Once entries have been saved, they will be available for selection in the drop-down list.
Vendor ID: Select the vendor to associate with the requisition, or use Find 
to help you select an ID.
To display only the 200 most recently used IDs in the drop-down list, select "View Frequently used IDs" on the Options>Customize Workstation Settings>Preferences tab.
Shipping Method: Enter a shipping method for the requested items, such as Ground or Priority Mail. Once entries have been saved, they will be available for selection in the drop-down list.
Address Codes: If default address codes were set up for the user by the Administrator (Security>Requisitions>Set Up Requisition Users), they will automatically display on this form.
- Shipping Address: Either accept the default, or select the shipping code where the requested items will be delivered.
- Billing Address: Either accept the default, or select the billing code where payment for the requested items will be sent.
You cannot enter a new shipping and billing address on this form; only existing address codes can be selected. The <Main> address was created by the Administrator when the organization was set up (File>New Organization). This address can be changed by the Administrator using Organization>Organization Information. Other addresses can be created or edited using Maintain>Purchase Orders>Address Codes.
Date Options Date Required By, Date Approval Needed By: Enter the date the requested items are needed and the date the requisition must be approved.
Do Not Allow Changes to this Requisition: Select this check box if you do not want other users to modify the requisition throughout the approval process.
Urgent: Select this check box to indicate that this requisition is urgent. You may want to mark the request as urgent so that it can be approved in time to receive the items.
Requisition Total: The system displays the total amount of the requested items. This field follows the formatting of the item currency. This total displays at the bottom of all tabs.
- This form is used for creating new requisitions and approving existing ones. The requisitions that can be viewed and/or edited depend on the user type that is logged on:
- RQO (Requestor Only) - These users do not have any approval rights and can only view and/or modify the requisitions that they created.
- AP1 (Approver Who Cannot Self-Approve) - These users have the same rights as a Requestor Only but also have the ability to approve requisitions other than their own. They can also view and/or modify requisitions forwarded to them for approval.
- AP2 (Approver Who Can Self-Approve) - These users have the same rights as an Approver Who Cannot Self-Approve but also have the ability to approve their own requisitions.
- ADM (Requisition Administrator) - These users have the ability to view and/or modify any requisition created by or forwarded to any user. This role is meant to be used by a few that can oversee the entire requisition process; they have access to all requisition data.
For more information on creating user types, refer the Administrator to Security>Requisitions>Set Up Requisition Users.
- Keep in mind that the requisition number is not actually assigned until the requisition is saved. If this number has already been assigned to another requisition, upon saving the system prompts you to reassign the number or notifies you that it will be reassigned.
- By default, the Clear Fields on Save option is selected on the Options>Customize Workstation Settings>Preferences tab. When you are creating requisitions, you may want to clear this option. If you do not, each time you save the requisition, you will need to reselect the Requisition Number from the drop-down list.
- Upon final approval of a requisition, the requested line items can be included in a purchase order using Activities>Purchase Orders>Create/Modify Purchase Orders>Select Purchase Order Vouchers
. - Requisitions that have been completely included in a purchase order appear on this form and the Activities>Requisitions>Manage Requisitions form for 45 days only. However, you can still view them using Reports>Requisitions>Requisition Register and Requisition History.
- Requisitions can only be printed after they have been saved.