How Do I Set Up the Electronic Requisitions Module?

The following is a checklist for setting up the Electronic Requisitions module:

There are certain items that we recommend setting up prior to using Electronic Requisitions. The following items are entered in the system and are part of the Accounts Payable and Purchase Orders modules. For more information on setting up these modules, see the Setting Up Accounts Payable and Setting Up Purchase Orders checklists.

1. If you plan on designating a vendor when requesting items, set up vendors (Maintain>Accounts Payable>Vendors).
2. If you plan on using shipping and billing addresses other than the organization's main address, set up address codes (Maintain>Purchase Orders>Address Codes).
3. If you plan on using items codes and category codes when requesting items, set up item codes and category codes (Maintain>Purchase Orders>Item Codes, Category Codes). Category codes can be used to apply users' amount limits when requesting/approving items.
4. Then, assign item codes to your category codes (Maintain>Purchase Orders>Category/Item Code Assignments).

With Administrative User Rights

Please take careful consideration when setting up the Electronic Requisitions module. It is very important to organize your structure with approvers or monetary amount limits before actually setting up the module.

1. Change the Activation Code, if necessary, to incorporate Electronic Requisitions (System>Activate License).
2. Add the Electronic Requisitions module, if necessary (Organization>Add a Module).
3. (Optional) Ensure that the SMTP Email is set up and configured using the Organization>Organization Information - Email Setup tab, if you plan to send status notifications to Requisition Users. See Setting Up SMTP.
4. Create any new users and/or modify existing users who need to access the system. Select the check box for "Requisition User" to grant a license for the user in the Electronic Requisitions module (Security>Maintain Users).
5. Set up proper security for the Electronic Requisitions items (Security>Set Up Organization Menus).
6. Set up requisition users, including approvers, amount limits, and email preferences (Security>Requisitions>Set Up Requisition Users). For each requisition user, complete the following:
   • User Information tab - Set up a user type and default options (Approver ID, Shipping Address, and Billing Address). Keep in mind that it is a good idea to set up users with the highest User Type first, then work your way down to the lowest. For example, first set up the Requisition Administrator, then the Approver Who Can Self-Approve, the Approver Who Cannot Self-Approve, and finally the Requestor Only. That way, you will be able to select who can approve each user's requisitions.
   • Approvers tab - Set up approvers for the user to forward requisitions for approval.
   • Amount Limits tab - Set up the user's default request and final approval amounts for line items and/or specific categories.
   • Email tab - Set up the user's email options. Note that users can set up their own preferences using the Options>User Preferences form.
7. Set up category approvers (Security>Set Up Category Approvers).
8. Set up the last requisition number, requisition number options, and requisition email options (Organization>Set Up Modules>Electronic Requisitions).
9. If the Budget module installed and you want to use the budget balances feature in Electronic Requisitions, then ensure that your budget controls are set up (Organization>Set Up Modules>Budget>Primary Budget Controls).