Requisitions

Procurement Partners now supports the processing of requisitions. Offline vendor requisitions can be entered into the Transactions -> Requisitions tab. Here, you can search through existing requisitions using the Requisition Search Criteria, or you can create a new requisition by clicking the New button.

This will bring up a sub-screen underneath that contains the fields to enter to create a new offline requisition. Fill in the following fields to generate your offline requisition.

Location – Select the location that this requisition will apply to. This should default to your primary location, but if you manage many locations you will need to select the needed location.
Vendor – Select the necessary vendor for this requisition. The default selection can be changed to the appropriate vendor.
Reference No. 1/2– These are optional blanks in which you can include some additional information such as the name of the requisition or reference numbers.
Requisition Date – This will default to today’s date and cannot be edited.
Vendor Quotes and Comments – If this field appears on your screen, you will need to enter three different quotes for your requisition as well as a business justification and comment about your suggestion. If these fields do not appear on your requisition form, they are not required.
Item Num – Enter an item number for your line item here. If there are no specific item numbers on your requisition, simply enter basic incrementing digits (1, 2, 3…).
Item – Enter the item name in this field.
GL Code – Here you can select the GL Code that this item should be assigned to. Click the GL code to bring up a list of available GL codes to choose from. If you do not have access to the capital GL code, the approver(s) of the requisition can edit this as the requisition is being reviewed.
U/M – Select a unit of measure, if applicable.
Price and Qty – Enter the price for this item and the quantity of the item. The Total field will multiply the Price field by the Qty field.

You can add additional line items by clicking the Add a Line button. Fill in the necessary information for each line item, including a unique Item Number for each. The subtotal will be calculated in the Amount field in the bottom right portion of the requisition.

If you would like to add Tax or Shipping & Handling, enter those values in their respective fields in the bottom right. Any amounts added to these fields will be evenly split across all GL codes on the requisition.

When you have added all the necessary information, click the Save button. When you save your requisition some new options will appear across the top of the form. These icons, from left to right:

Add a Note: add a note to this requisition

Split GL Editing: split the billing for this requisition across one or more GL codes. You can also select this icon next to individual line items to split an individual line item across one or more GL codes.

Status History: see the history of the requisition, including its creation, modification, submission and approvals.

GL Summary: see a summary of how much is being charged to each GL code across the requisition.

Attach File: attach one or more files to the requisition. Use this link to attach the scans or files for each of your requisition sources (if comparing prices or options).

NOTE: At least one attachment may be required to submit a requisition.

Some of these links have duplicate functionality in the buttons at the bottom of this form (namely, GL Summary and Status History). While your requisition is in a Saved state you can still make changes to the various fields and attach files.

When you are ready to submit your requisition, click the Submit button. You will be shown a message that states “The requisition has been submitted for approval. Do not submit to Vendor until you are notified it has been approved.” It has now been submitted for approval. This requisition will now show up in the Order Approval screen found under the Transactions tab for the individual(s) who will be approving the requisition. Use the check box in the Order tab to quickly and easily search for submitted requisitions.

You will receive a notification as the requisition is approved during each step of its approval process. When the requisition is fully approved you will receive notification of its approval and can proceed with placing the order. You can provide the vendor with the purchase order number that is generated during the requisition process and/or can print out the requisition to send to the vendor if applicable.

The final steps below are to be completed by the business office once the vendor fulfills the order:

A new button will appear at the bottom of the approved requisition called Create Invoice. This will create a new offline invoice which you can find in the Offline Invoice Entry tab. All relevant information will be carried over to this new offline invoice including attachments and entered details. Once you have made any necessary changes, click the Submit button to submit the invoice for approval.