Create/Approve Requisitions - Item Detail Tab

Access this tab using Activities>Requisitions>Create/Approve Requisitions.

Use this form to enter the specific items for the requisition. The only required information for each line item is the Item Description and Quantity. 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 .

The Category Code column can serve as a filter for the Item Codes—when using a category code, only those items that are associated with that category code are included in the Item Codes drop-down list. However, you can enter a category code without an item code or vice versa.

• If any category codes are used and an amount limit is applied to any one of the selected category codes for the user, the line items requested will be compared to the requestor/approver's amount limits when forwarding and saving the requisition. (Keep in mind that amount limits can be applied to a user without using category codes.) Limits were set up by the Administrator (Security>Requisitions>Set Up Requisition Users>Amount Limits tab).
• The Administrator can also designate approvers who must approve particular category codes once a given amount is reached or exceeded (Security>Set Up Category Approvers).

 

Item Detail Table: Use this table to enter the requested items. Item Description and Quantity are the only required columns, and the GL Code and Distribution Code columns are only available if the Budget and/or Encumbrances module is installed. Negative numbers appear in parenthesis.

• Category Code: Select an existing category code from the drop-down list. It filters the item codes to include only codes that are associated with this category code. Item codes are assigned to category codes using Maintain>Purchase Orders>Category/Item Code Assignments.
• 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 Code: Select an existing item code from the drop-down list. The default information associated with the code (Maintain>Purchase Orders>Item Codes) will then display in the table; however, it can be edited.
• Item Description: Enter a description for the line item.
• Special Instructions: Enter any additional information related to this item. For example, you may want to include special packing instructions for a particular item requested.
• GL Code: Select an existing general ledger code for the line item (if applicable).
• Distribution Code: Select an existing distribution code for the line item (if applicable). If a default distribution code was entered by the Administrator for the user (Requisitions>Security>Requisitions>Set Up Requisition Users), it will automatically display here. The user's default code will override an item code's default code (Maintain>Purchase Orders>Item Codes).
• Purchase Unit: Enter a unit of measure to correspond with the Quantity and the Unit Price (such as case or gross), or select an existing one from the drop-down list.
• Quantity: Enter the quantity for the line item.
• Unit Price: Enter a unit price for the line item. The system defaults to the Purchase Unit Price entered on the Maintain>Purchase Orders>Item Codes>Purchase tab.
• Item Total: The system calculates this amount by multiplying the Quantity by the Unit Price. The total is always disabled and cannot be manually changed.
• Functional Total: The system calculates this amount by multiplying the Item Total by the Budget Rate and is updated each time the Effective Date is changed. The total is always disabled and cannot be manually changed.
• Purchase Order: The system displays the purchase order number on which the requisition item was included, allowing you to easily keep track of all requested items. For example, a reference number displays as Ref 135, where as a purchase order number displays only the number—135. See Activities>Purchase Orders>Create/Modify Purchase Orders for more information regarding purchase orders.
• Item Status: The system displays the status of OPN (Open) or PUR (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.