Set Up Requisition Users - User Information Tab

Access this tab with Administrative user rights using Security>Requisitions>Set Up Requisition Users.

Use this tab to set up a user's type, default distribution code, and default shipping and billing locations.

Each user must have been previously set up (Security>Maintain Users), so that the User ID can be selected from the drop-down list. The "Requisition User" check box must also be selected on the Maintain Users form. A license for this user is then available for the Electronic Requisitions module. A new user cannot be created on the Set Up Requisition Users form; only existing users can be selected and given rights for the Electronic Requisitions module.

 

User ID: Select a user ID from the drop-down list. Only users that have been previously set up and given access to the organization are available (Security>Maintain Users).

User Type: Select the appropriate user type. There are four types of requisition users:

• 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.

All user types can only request and/or approve requisitions based on the amounts specified on the Amount Limits tab. These types are then used when requisitions are created and approved (Activities>Requisitions>Create/Approve Requisitions).

When forwarding a requisition, the only users that will be available for selection are "Approver" types. A requisition cannot be forwarded to "Requestor" types. If your organization requires that the approver return the requisition to the originator, you must set everyone as an "Approver" user type (at least an AP1).

Default Options: You can set up the default distribution code and shipping/billing locations for each requisition user. These defaults will populate the Create/Approve Requisitions form when creating and submitting requisitions.

• Distribution Code: Select the default distribution code for the user. This should be the most commonly used distribution code for the user. If an item code has a distribution code associated with it (Maintain>Purchase Orders>Item Codes), the distribution code entered here overrides it. The drop-down list contains all codes that are assigned for Accounting use or both Accounting and Payroll use (Maintain>Distribution Codes).
• Shipping Address Code: Select the default shipping code to identify where the requested items will be delivered.
• Billing Address Code: Select the default billing code to identify where the 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 when the organization was set up (File>New Organization). This address can be changed using Organization>Organization Information. Other addresses can be created or edited using Maintain>Purchase Orders>Address Codes.

Allow Budget and Encumbrance Balance Checking: Select this check box to provide the user the ability to check Budget and Encumbrance balances on a requisition. This option is only available if the Budget module is installed.