MANAGE SIMPLE PURCHASE REQUISITIONS

Use this screen to enter and/or edit purchase requisitions.

You can enter requisitions on this screen as well as the Manage Purchase Requisitions application. This screen, however, represents an abbreviated version of the Manage Purchase Requisitions screen, allowing you to enter core requisition information with quickness and ease. This screen is not as robust and layered as the Manage Purchase Requisitions screen and, therefore, facilitates the requisition entry process.

This screen works in conjunction with the Manage Purchase Requisition Types application. A purchase requisition type may represent a user-defined category associated with a purchasable item; it may also represent the actual project to which a purchasable item is charged. The Manage Purchase Requisition Types screen allows you to define requisition types and associate them with default data, such as charge detail and item information. The default data that you designate on the Manage Purchase Requisition Types screen automatically populates the corresponding fields in the Manage Simple Purchase Requisitions application after you enter data in the Requisition Type field and click the Load Req Type Default button; in addition, these fields may populate after you press the TAB key to move to the next field from the Requisition Type field, if your Costpoint validation frequency is set to "field." If you do not enter data in the Requisition Type field but you have defined a default requisition type, its record information will populate the corresponding fields after you click the Load Req Type Default button. The automatic display of default data reduces data entry and promotes application ease of use.

This screen allows you to enter specific information about the requested item in hopes of obtaining authorization to purchase the item and ultimately generate a purchase order. You can establish the buyer and vendor details, specify shipment and delivery information, and indicate the item costs and sales tax information. You can also charge the requisition against various projects, accounts, and organizations.

After you enter requisitions on this screen, the actual request for the part, good, or service may need to be submitted for approval contingent upon your company's setup on the Configure Purchase Requisition Settings screen. If you have established an approval process, designated personnel within your company must authorize the purchase. Next, an assigned buyer may contact potential vendors and secure quotes. In some cases, a preferred or suggested vendor has been predetermined by the requisitioner. In this circumstance, the buyer has the option of contacting the preferred vendor to obtain cost information. If the requisition is approved, it is processed and a purchase order is created and sent to the vendor, thus authorizing shipment and delivery of the requested item.

Creating a requisition is the first step in attempting to acquire requested items.

This screen utilizes a number of Costpoint web functions, such as Query, Lookup, and Print Options. Although the purpose of some of these functions is addressed on this screen, you can access the Getting Started Help for a summary of these features. You can access the Getting Started when you click Help from the menu.

There are many references to "Costpoint Validation Frequency" on this screen. This reference involves the process by which Costpoint examines or evaluates data. As you enter information throughout the Costpoint applications, your entries may be evaluated or validated immediately after you press the TAB key to exit a field, immediately after you enter a record, or immediately after you save the application information. You can determine the settings of this validation frequency at the Costpoint login page. There are three validation frequencies: Field, Application, and Record. Again, your selection determines how and when the information you enter on each screen is validated.

You can use this screen to enter new requisitions and/or modify requisitions that have not been submitted for approval; in addition, you can use this screen to resubmit requisitions previously rejected during the approval process.

You must first establish records on the Manage Purchase Requisition Types screen before you enter information on this screen.

Location

Requisition ID and Status

Requisition Type

Use this field to enter, or use to select, the requisition type.

Leave this field blank in order to have the default requisition type load when you click the Load Req Type Default button.

After you enter or select a purchase requisition type, its description displays in the adjacent field.

A purchase requisition type may represent a user-defined category associated with a purchasable item; it may also represent the actual project to which a purchasable item is charged. The Manage Purchase Requisition Types screen allows you to define requisition types and associate them with default data, such as charge detail, procurement information, and sales tax specifics.

The default data that you designate on the Manage Purchase Requisition Types screen automatically populates fields in the Manage Simple Purchase Requisitions application after you enter data in the Requisition Type field. You must tab out of this field or click the Load Req Type Default button to display the default data.

If your Costpoint validation frequency is not set to Field, you must use Load Req Type Default button to load the default data.

Requisition ID

Use this field to enter the identification code for this purchase requisition. This alphanumeric combination is used throughout Costpoint to identify this purchase requisition.

Costpoint will automatically number the requisitions, incrementing the value in the Last System Req Number field on the Configure Purchase Requisition Settings screen by one. After you have entered all data and saved the record, Costpoint will automatically assign the next available number and display it in this field.

Status

Select the status for this requisition from the drop-down list. The values are:

• Pending - This status indicates the requisition is being modified by the requisitioner. This status will exists until the requisitioner submits the requisition for approval or freezes it from further changes, if no approvals are required.

• In-Approval - This status indicates the requisition has been submitted for approval and is in the process of being reviewed. You may void a requisition with an In-Approval status.

• Void - This status indicates the requisition has been voided and no further processing will occur.

• Approved - This status indicates the requisition has been approved and can be processed into a purchase order on the Apply PO Info to Purchase Requisitions screen. You cannot modify requisitions with this status on this screen. You may void a requisition with an Approved status.

• Rejected - This status indicates the requisition has been rejected during the approval process (or by a buyer on the Apply PO Info to Purchase Requisitions screen and can be corrected and resubmitted for approval.

• Completed - This status indicates that one or more purchase orders have been created from this requisition, and it cannot be modified.

• Closed - This status typically results when buyers purchase certain items on the requisition, but they do not purchase items on the remaining open requisition lines. A requisition with a closed status cannot be modified on this screen.

Only requisitions with a status of Pending or Rejected can be modified on this screen. You may also void a requisition with an In-Approval or Approved status.

Approval Process

Use this field to enter, or use to select, the approval process for this requisition, if applicable.

Approval process codes represent the manner in which a requisition must be approved before you can generate a purchase order. After you submit a requisition for approval, you cannot change this code unless the requisition has been rejected. In many cases, Costpoint automatically assigns the approval process, and it cannot be modified. This process is assigned based on designations you established on the Configure Purchase Requisition Settings screen.

Load Req Type Default

Click this button to populate specific fields on this screen based on your setup of the requisition type in the Manage Purchase Requisition Types application.

When you click this button, it triggers the display of default data that you defined for this requisition type. If you click this button without entering a requisition type, the default requisition type (and all associated data) will be loaded.

If your Costpoint validation frequency is set to Field and you enter or use to select the requisition type, this button is not needed. Defaults will load automatically when you press the TAB key.

Submit for Approval

Select this check box to submit the requisition for approval.

If you clear this check box, you can access the record to modify or update its contents after it is saved without concern that the requisition has been or will be submitted for approval. If, for example, you are entering a requisition but are interrupted, you can later re-access the requisition and finish adding the record information.

Who is Requisitioning These Items?

Requisitioner

Use this field to enter, or use to select, the employee ID of the requisitioner. The employee name displays in the adjacent field.

Organization

Use this field to enter, or use to select, the organization ID of the requisitioner.

If you established a link or association between the employee and a specific organization on the Manage Employee Information screen, the organization ID will default into this field but can be changed as needed.

Phone

Use this field to enter the telephone number of the requisitioner.

If you established a link or association between the employee and a work telephone number on the Manage Employee Information screen, the work telephone number will default into this field but can be changed as needed.

Extension

Use this field to enter the telephone number extension of the requisitioner.

If you established a link or association between the employee and a work telephone extension on the Manage Employee Information screen, the work telephone extension will default into this field but can be changed as needed.

When and Where Should the Items be Delivered?

Requested Date

Use this field to enter, or use to select, the date by which the items are needed by the requisitioner.

Ship To

Use this field to enter, or use to select, the ship ID code. This code represents the address to which the purchased items should be delivered. You can change this information at the line level.

Deliver To

Use this field to enter the name or location to which the requisitioned item is to be delivered once it is received. You can change this information at the line level.

Warehouse

Use this field to enter, or use to select, the ID of the warehouse to which this inventory part will be delivered.

This field is hidden if the requisition type does not designate this as an inventory requisition.

What Will the Requisitioned Items Be Charged to?

Project

Use this field to enter, or use to select, the default project ID. The project name displays in the adjacent field.

If you entered data in the Requisition Type field and a project was associated with this requisition type, the default project displays in this field, after you click the Load Req Type Default button.

If a project automatically displays in this field based on the requisition type you selected, you can modify this data, if the Allow Project Changes check box is selected on the Manage Purchase Requisition Types screen for the requisition type you entered on this screen.

Proj Abbrev

Use this field to enter, or use to select, a default project abbreviation code.

If a project automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data if the Allow Project Changes check box is selected on the Manage Purchase Requisition Types screen for the requisition type you entered on this screen.

Inventory Abbrev

Use this field to enter, or use to select, an inventory abbreviation code.

This field is hidden if the requisition type does not designate this as an inventory requisition.

If an inventory abbreviation automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data if the Allow Inventory Abbrev Changes check box is selected on the Manage Purchase Requisition Types screen for the requisition type you entered on this screen.

Account

Use this field to enter, or use to select, the default account ID. The account name displays in the adjacent, non-editable field.

If you entered data in the Requisition Type field and an account was associated with this requisition type, the default account displays in this field after you click the Load Req Type Default button.

If an account automatically displays in this field based on the requisition type you selected, you can modify this data if the Allow Account Changes check box is selected on the Manage Purchase Requisition Types screen for the requisition type you entered on this screen.

Proj Acct Abbrev

Use this field to enter, or use to select, a project account abbreviation.

If an account automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data if the Allow Account Changes check box is selected in the Manage Purchase Requisition Types screen for the requisition type you entered on this screen.

Organization

Use this field to enter, or use to select, the default organization ID. The organization name displays in the adjacent  field.

If you entered data in the Requisition Type field and an organization was associated with this requisition type, the default organization displays in this field, after you click the Load Req Type Default button.

If an Organization automatically displays in this field based on the Requisition Type you selected, you can modify this data if the Allow Org Changes check box is selected on the Manage Purchase Requisition Types screen.

Org Abbrev

Use this field to enter, or use to select, the default organization abbreviation code.

If an organization automatically displays in this field based on the information you entered in the Requisition Type field, you can modify the data if the Allow Org Changes check box is selected on the Manage Purchase Requisition Types screen for the requisition type you entered in this screen.

REF1

Use this field to enter, or use to select, the default reference information. Reference information is established in the Accounting domain and can be used for reporting purposes.

If information automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data, if the Allow Reference Number Changes check box is selected on the Manage Purchase Requisition Types screen for the requisition type you entered on this screen.

The Ref 1 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, the label may have been changed to AC 1.

REF2

Use this field to enter, or use to select, the default reference information. Reference information is established in the Accounting domain and can be used for reporting purposes.

If information automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data if the Allow Reference Number Changes check box is selected on the Manage Purchase Requisition Types screen for the requisition type you entered on this screen.

The field Ref 2 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, the label may have been changed to AC 2.

Additional Information

Header Notes

Use this field to enter additional information relevant to this requisition. These notes will be copied to new purchase orders created from this requisition.

Header notes can be used for special instructions to the buyer or vendor or to further define the requirements of the request.

Suggested Vendor

Use this field to enter, or use to select, the vendor ID of the suggested or preferred vendor for this requisitioned item. The vendor name displays in the adjacent field. Data may default into this field based on the requisition item you select on requisition lines. This information can be overridden at the line level.

Procurement Type

This field is editable only if the Allow Procurement Type Change at Header check box is selected on the Other Rules and Defaults tab of the Manage Purchase Requisition Types. By default, Costpoint populates the fields with the procurement code entered in the Other Rules and Defaults tab of Manage Purchase Requisition Types settings.

Use this field to enter, or use to select, the procurement type code. The description of the procurement type displays in the adjacent field.

Estimated Cost of Requisitioned Items

Sales Tax/VAT Amount

This field displays the estimated sales tax/value-added tax amount.

Total Estimated Amount

This field displays the value that represents the total estimated sales tax associated with all of the lines on the requisition.

Subtask

• Table Information

  The Manage Simple Purchase Requisitions screen makes use of the following tables:

  • RQ_HDR

  • RQ_HDR_DFLT

  • RQ_HDR_TEXT

  • RQ_LN

  • RQ_LN_CHG

  • RQ_LN_NOTES

• FAQs

  What are the benefits of using this application as opposed to the Enter Purchase Requisitions screen?

  You should use this screen as opposed to the Manage Purchase Requisitions application if you need to enter a basic requisition with quickness and ease.

  This application only displays the core elements essential for entering a requisition; in addition, this application allows you to print a requisition once it has been saved.

  What is the best method by which to create a requisition on this screen?

  The best method by which to create a requisition on this screen are as follows:

  1. Enter, or click to select, a requisition type. You may also choose not to enter data in this field in order to have the default requisition type load. Next, click the Load Req Type Defaults button. Default data, previously defined on the Manage Purchase Requisition Types screen, will automatically display in the appropriate fields. If your Costpoint validation frequency is set to Field, requisition type defaults will load automatically after you press the TAB key to exit the Requisition Type field. Unlike most Costpoint screens, you are not required to select the New Record icon if you are entering merely one requisition on this screen; however, if you want to enter more than one requisition, you must use the New Record icon from the header screen to enter additional requisitions.

  2. Next, use the TAB key to access all other fields in the requisition header, adding relevant data as appropriate. Based on the setup you established on the Manage Purchase Requisition Types screen, you may or may not be able to edit the data.

  3. To add a line to the requisition, select the Requested Items (Add/View) subtask.

  4. In the Requested Items subtask, you may enter specific information, such as the item to be purchased, a description of the requisition item, the quantity, cost, and delivery information.

  5. To enter additional lines to the requisition, you must click .

  6. Next, you may open the Charge Numbers subtask, if you want to link the line to charge numbers which are different than what is specified in the requisition header.

  7. You may or may not be able to change or add multiple charge lines for a requisition line, depending on the requisition type. You must click to enter additional charge number lines.

  8. Before saving the record, if you are satisfied with the data entered in the requisition and want the requisition submitted for approval (or made available to a buyer if no approval is required), select the Submit for Approval check box. Once the saved requisition is submitted for approval, you will no longer be able to edit that requisition, unless it is rejected. If you do not submit it for approval, you can save the requisition, but will still be able to edit it.

  9. Saving the requisition is the final step necessary in order to preserve the data you enter on this screen. After you have entered the requisition and charge number information, you must click to store the record data. If you click the Save icon when working on a new requisition, the existing requisition will be cleared from the screen after a successful save. If you want to keep the requisition on the screen after you save it, select the Save Continue icon. In addition, you must have the saved requisition on the screen in order to print the requisition from this application.

  Can I print requisitions on this screen?

  You can click the Print icon to send the output to a printer. By printing the requisition, you can review its content for accuracy or generate a hard copy of the requisition for reference or approval purposes. Only saved requisitions can be printed. If you make changes to an existing requisition, you must save the changes before printing, as only saved changes will be printed.

  The Print Options icon is also available on this screen. Generally, this feature allows you to generate and print reports, save reports to a file, download reports, archive reports, and e-mail reports. In order to use this feature properly, you must first establish entries on the Manage System Printers screen.

  What is the purpose of the Lookup icon?

  You can click the to display the available values for a specific field. Validated Lookups provide a convenient way for you to select data from a system-provided list of eligible and valid options.

  Data fields associated with the Lookup will also be populated when you select a row from a Lookup. For instance, if you select the project ID from the Lookup, its associated description usually displays in the adjacent, non-editable field.

  How can I make changes or corrections to an existing requisition?

  If you need to make changes or corrections to the existing requisition, you can retrieve it by using and entering the selection criteria.