APPROVE PURCHASE REQUISITION LINES

Use this screen to approve requisition lines that can later be generated into purchase orders. Only those requisition lines within the approval scope of the user display.

Assign a user ID to an approval title in the Manage Purchase Requisition Approval Titles screen. You can assign several user IDs to one approval title. Each of these user IDs can approve the requisition line, as long as the user's minimum and maximum dollar limits are met. Then, assign approval titles to an approval process code in the Requisition Approval Processes screen. You can assign several approval titles to one approval process. Therefore, one approval process may require approval by many users.

You can also use this screen to reject a requisition. A rejection can occur for various reasons and causes processing for that requisition to be suspended.

This screen is accessible only if requisition approvals are done at the line level, where the Requisition Line option is selected in the Approval Level group box of the Configure Purchase Requisition Settings screen. Otherwise, purchase requisitions can be approved in the Approve Purchase Requisitions screen.

Location

Requisition

This field displays the requisition ID to which this requisition line belongs.

Req Rev

This field displays the revision number of the Requisition.

Requisitioner

This field displays the employee ID of the requisitioner.

Req Date

This field displays the date on which this requisition line was created.

Requisitioner Organization

This field displays the organization ID to which the requisitioner belongs.

Requisitioner Phone

This field displays the telephone number of the requisitioner.

Requisitioner Ext

This field displays the telephone extension number of the requisitioner.

Over Budget

This field displays the over budget status.

• Yes - This status indicates you selected the Over Budget Validation check box in the Configure Purchase Requisition Settings screen. This means you must run the Compute Over Budget Transactions screen in Costpoint Budgeting and ETC before you can approve this requisition line.

• No - This status indicates you did not select the Over Budget Validation check box in the Configure Purchase Requisition Settings screen. If this requisition line is not over budget, it can be approved.

• Released - This status indicates that the Compute Over Budget Transactions screen in Costpoint Budgeting and ETC has been run and this requisition line can be approved.

Line

This field displays the requisition line number.

Line Type

This field displays the requisition line type.

Approval Process

This field displays the approval process code assigned to this requisition line.

Approval Seq

This field displays the approval sequence number from the assigned Approval Process.

Approval Title

This field displays the approval title from the assigned Approval Process.

Preferred Approver

This field displays Y (Yes) to indicate that the Approval Title is the preferred approver for the Approval Process. Otherwise, this field displays N (No).

Title Approval Code

Use this drop-down list to select the approval status of this requisition line. The available choices are as follows:

• Pending - This status indicates that this requisition line is pending approval and cannot be turned into a purchase order.

• Approved - This status indicates that this requisition line is approved. It can be turned into a purchase order once all required approval titles have given their approval.

• Rejected - This indicates that this requisition line was rejected during the approval process and can be corrected and submitted again.

Before you can approve a requisition line, the inventory abbreviation's Active field must be set to Y (Yes) in the Manage Inventory Abbreviations subtask of the Manage Inventory Projects screen in Costpoint Inventory. If the Active field is set to O (Out) or N (Not active), you cannot approve this requisition line and save the record. Also, the Project listed in the Display Line Detail subtask must have its Active check box selected on the Manage Project Master Data from Templates screen in Costpoint Project Setup.

 Req Line Status

This field displays the requisition line status. Depending on the status of the requisition, you can maintain this field in the screens in the Requisitions menu in Costpoint Procurement Planning. If approvals are performed at the line level, the line status of a requisition may not always agree with the header status. The system-defined values are as follows:

• Pending - The requisition is being modified by the requisitioner and will remain pending until the requisitioner submits it for approval.

• In Approval- This requisition line has been submitted for approval and is currently in process. Requisitions with a status of "In Approval" can no longer be modified in this screen.

• Void - This requisition line has been voided and no further processing will occur.

Employee

Use this field to enter the employee ID of the individual that is assigned to approve or reject this requisition line.

Action Date

This field displays the date on which the approval status was modified for the Approval Title. Costpoint automatically enters the date but it can be modified as needed.

Rejection Reason

If you have selected Rejected from the Approval Code drop-down list, you must use this field to enter, or use to select, a rejection reason in this field for this requisition line. Requisition rejection reason codes are established using the Manage Purchase Requisition Rejection Reasons screen.

Item

This field displays the identification code of the requisitioned item.

Item Rev

This field displays the revision number of the Item.

Description

This field displays the descriptive name of the Item.

Part Security

This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).

If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item:

• Unrestricted- The item is not subject to data security restrictions.

• Restricted- The item is subject to data security restrictions and that you are authorized to access detailed part information.

• ***UNAUTHORIZED***- The item is subject to data security restrictions and that you are not authorized to access or view part information. This value is displayed in red background color.

If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit requisition lines for that restricted part/revision. In addition, you will not be able to view Line Documents, Substitute Parts, and Manufacturer/Vendor part information for those restricted items.

Misc Type

This field displays the miscellaneous line charge type code for this requisition line.

Requisition Line Notes

This field displays notes that were entered by the requisitioner for this requisition line.

Internal Notes

This field displays internal notes entered by the requisitioner for the requisition line.

Req U/M

This field displays the requisition unit of measure for this requisition line.

Req Quantity

This field displays the requisitioned quantity for this requisition line.

Total Est Amount

This field displays the total estimated dollar amount of the requisitioned item.

Inv Abbrev

This field displays the inventory abbreviation code for this requisition line.

Over Ship

This field displays the overship value for this requisition line.

QC Insp Reqd

This field displays Y (Yes) if a QC inspection is required for this requisition line. Otherwise, this field displays N (No).

Source Insp Reqd

This field displays Y (Yes) if a source inspection is required for this requisition line. Otherwise, this field displays N (No).

Cert Conf Reqd

This field displays Y (Yes) if a certificate of conformance is required for this requisition line. Otherwise, this field displays N (No).

Preferred Vendor

This field displays the preferred vendor ID for this requisition line.

Vendor Name

This field displays the descriptive name of the Preferred Vendor.

Trans Currency

This field displays the transaction currency code for the requisition line item in the Exchange Rates subtask. All amounts on this screen are in terms of this currency.

Approval Notes

This field displays the approver's explanation or additional notes for an approval or rejection.

Est Net Unit Cost

This field displays the estimated net unit cost after discounts.

Line Charge Amt

This field displays the total line charge amount for the requisition line.

Sales Tax/VAT Amt

This field displays the sales tax/VAT amount for the requisition line.

Req Line Ext Amt

This field displays the requisition line extension amount.

Est Cost Type

This field displays the estimated cost type for the requisition line.

Manuf Part

This field displays the manufacturer part for the requisition line.

MFG Part Rev

This field displays the revision of the manufacturer part for the requisition line.

Vendor Part

This field displays the vendor part number.

Vendor Part Rev

This field displays the revision for the vendor part.

Delivery Schedule Exists

If selected, this check box indicates that there are multiple delivery schedules that exist for the PO line. This check box is cleared and disabled for new lines.

Procurement Type

This field displays the procurement type of the requisition line.

Planner

This field displays the planner for the requisition line.

Commodity

This field displays the commodity for the requisition line.

Industry Class

This field displays the industry class for the requisition line.

NAICS Code

This field displays the NAICS code for the item or miscellaneous charge on the requisition line.

Issuing Agency

This field displays the agency that issued the security clearance.

Security Clearance System ID

This field displays the security clearance that the resource associated with the requisition needs to have.

ITAR Authorization Reqd

If selected, this check box indicates that the resource associated with the requisition has to be authorized for International Traffic in Arms Regulations (ITAR) restricted items. This defaults into newly created lines.

US Citizenship Reqd

If selected, this check box indicates that the resource associated with the requisition has to be a US citizen. This defaults into newly created line.

Subcontractor Agreement

If selected, this check box indicates that the requisition is for a subcontractor agreement. If a PO is generated from any requisition line, and this option is selected, the PO must have a PO type of Subcontractor Agreement, or Subcontractor Agreement Blanket, or Subcontractor Agreement Release.

Resources Exists

If selected, this check box indicates that there is at least one row in the Resources subtask for the corresponding requisition line.

Security Clearance Description

This field displays the description of the security clearance that the resource associated with the requisition needs to have.

Security Clearance Level

This field displays the level of the security clearance that the resource associated with the requisition needs to have.  Indicates whether it is Top Secret, Secret, and others.

SCI

This check box displays whether the security clearance that the resource associated with the requisition has to be cleared for sensitive compartmented information (SCI). This corresponds to the Security Clearance ID, if entered.

SAP

This check box displays the whether the security clearance that the resource associated with the requisition has to be cleared for special access programs (SAP). This corresponds to the Security Clearance ID, if entered.

Performance Start Date

This field displays the period of performance start date.

Performance End Date

This field displays the period of performance end date.

Subtasks

• Table Information

  Changes to this screen update the following tables:

  • RQ_DOCUMENT

  • RQ_LN

  • RQ_LN_ACCT

  • RQ_LN_APPRVL

  • RQ_LN_DOCUMENT

  • RQ_LN_TEXT

• Related Topic: Organization Security Scenario