Use this subtask to establish information pertaining to the entire requisition, and to provide default values for the requisition lines.
Establish this subtask whenever you add a requisition to the system, and maintain it whenever you need to change the default parameters.
These non-editable fields default from the main screen.
Use the drop-down box to select the over budget status. If you selected the Over Budget Validation checkbox in the Requisition Settings screen, this field will display "Yes" and cannot be edited. The following options are available:
Yes - If you select this option, you will need to run the Calculate Over Budget Transactions screen in Costpoint Budgeting and ETC before you can approve the requisition.
No - If you did not select the Over Budget Validation checkbox in the Requisition Settings screen, this option will be displayed and the requisition can be approved.
Released - Select this option if the Calculate Over Budget Transactions screen in Costpoint Budgeting and ETC has been run and the requisition can be approved.
Enter free-form text pertaining to the entire requisition. These notes can be up to 254 characters in length. The notes will be printed on the requisition and will be passed on to new PO Headers created from this requisition.
Use the fields in this group box to enter default Project/Account/Organization (PAO) information to be used for the requisition. PAO information is assigned to inventory abbreviations in the Inventory Projects screen in Costpoint Inventory, and can be replaced for requisition lines when you change the defaults in this subtask. The project/account/org combination must exist in the Maintain Valid Project/Account/Orgs screen in the Project Master menu in Costpoint Project Setup, and the account/org information must be assigned to the buyer in the Buyers screen.
If you change any of the fields in this group box (i.e., Project, Proj Abbrev, Account, Proj Acct Abbrev, Org, or Org Abbrev), the system will display a message asking if you would like to change all charge information for the requisition lines. For example, if you change the Project or Proj Abbrev, Account or Inv Abbrev, or Organization or Org Abbrev, the message will read accordingly: "Do you wish to change all existing requisition line Project/Account/Org values to this new default?" Select Yes to enable the change when adding new requisition lines. All existing requisition lines will not be changed. The system will also check for lines that may contain an invalid PAO combination as a result of the change. In this case, the system will display the following message:
"Warning: one or more requisition lines could not be updated with the default Project/Account/Org values because an invalid PAO combination would result."
If multiple charge rows already exist, they will be replaced by a single row with 100% allocation. If you select No, new requisition lines will have the changed defaults, but existing lines' charge information will not be altered.
Enter, or use Lookup to select, a project ID. It must be an active project ID and will be automatically entered in the Account Distribution subtask line. Establish projects in Costpoint Project Setup.
Enter, or use Lookup to select, an account ID. It must be an active and detail account ID, and will be automatically entered in the Account Distribution subtask line. Establish accounts in Costpoint General Ledger.
Enter, or use Lookup to select, an organization ID. It must be an active organization ID and will be automatically entered in the Account Distribution subtask line. The requisitioner's organization will default into this field.
Enter, or use Lookup to select, an inventory abbreviation. The inventory abbreviation must be active. This will serve as the default inventory abbreviation for all line items that should be placed in inventory. Upon populating this field and selecting OK, you may choose to have this inventory abbreviation default for all requisition lines. Inventory abbreviation information is established in the Inventory Projects screen in Costpoint Inventory.
Enter, or use Lookup to select, a project abbreviation. The project abbreviation must be active. The project ID assigned to the project abbreviation selected will be the default in the Account Distribution subtask line.
Enter, or use Lookup to select, a valid project account code for a project number.
Enter, or use Lookup to select, an organization abbreviation. The organization ID assigned to the organization abbreviation selected will be the default in the Account Distribution subtask line.
Enter, or use Lookup to select, a valid reference number 1. The specific name you assign will display as the field heading. This value will be the default in the Account Distribution subtask line.
Enter, or use Lookup to select, a valid reference number 2. The specific name you assign will display as the field heading. This value will be the default in the Account Distribution subtask line.
Enter, or use Lookup to select, a ship ID to show where the item being requisitioned will be delivered. This field can contain up to 20 alphanumeric characters. The default will load from the PO Settings screen in Costpoint Purchasing. The ship ID will also identify the corresponding address as a valid location to which purchase order items can be shipped. You can assign ship ID information to vendors (in the Maintain Vendors screen), customers (in Costpoint Sales Order Entry), branch locations (in Costpoint Purchasing), and warehouses (in Costpoint Inventory). You can view all ship ID information that has been established in the Display Ship IDs screen in Costpoint Purchasing.
Enter, up to 15 alphanumeric characters, the preferred means of shipping the material requisitioned.
Select this checkbox if the requisition is for a drop shipment. If you do not select this checkbox, the requisition will not be considered a drop shipment.
Enter, or use Lookup to select, the vendor ID that you would like to have default onto all new requisition lines as the preferred vendor. Vendor information is established in the Vendor Info screen in this module, Purchasing, and Accounts Payable.
The vendor must not be flagged as a payroll vendor, and its Approval Code must not be "Not Approved." If the vendor has an Approval Code of "Pending," you will receive a warning.
Enter, or use Lookup to select, the order address for the vendor. If the Ord Addr field is "D" (Default) for the preferred vendor in the Maintain Vendors screen, this field will default with that order address code.
Enter, or use Lookup to select, a purchase order ID to default as a suggested blanket PO for all new requisition lines.
Enter, or use Lookup to select, a procurement type code to identify the type of PO required for this requisition. This code will be the default in the requisition lines.
Select this checkbox to append "GSA" to the end of the requisition number when the requisition is printed.
Select the taxable status that will be the default in the requisition line. This status can be overridden at the requisition line level. The system-defined selections follow.
This selection is the system default and indicates that the taxable status will be determined by the taxable status of each item type as defined in the Product Definition Settings screen in Costpoint Product Definition.
All requisition line items will default to taxable.
All requisition line items will default to non-taxable.
Enter, or use Lookup to select, the default PO ID to be assigned to the requisition lines. All requisition lines will be generated to this PO ID, unless the user specifies differently in the Assign PO subtask.
Enter the default volume discount percentage to be applied to the negotiated gross unit cost of the item being requisitioned. Enter a 5.25% discount as "5.25." The discount percentage is intended as a volume discount, not as a purchase or cash discount. If you do not know the discount percentage, you can leave this space blank and the system will automatically derive the value based on the gross unit cost and the net unit cost entered.
Enter the destination that will be the default in each new line of the requisition.
Enter a date to load as a default value on all new lines as a requested receipt date for requisitioned items.
Use the drop-down box in this group box to flag the requisition for eProcurement download, only if you are licensed to use the eProcurement applications in Costpoint Product Interfaces in the Others folder. Be sure to review the settings in the Download Requisition Information application so that requisition data is properly downloaded.
No Export – Select this option so that the requisition is not flagged for eProcurement or Prolog download. However, requisitions can be included in either download process based on the settings in the Download Requisition Information screen.
EProcurement – Select this option to flag the requisition as an eProcurement requisition. If the Download only eProcurement Reqs checkbox is selected in the Download Requisition Information screen under the eProcurement menu (in Costpoint Product Interfaces), the requisition will be included in the eProcurement download process.
Prolog – Select this option to flag the requisition as a Prolog requisition. If the Download only Prolog Reqs checkbox is selected in the Download Requisition Information screen under the eProcurement menu (in Costpoint Product Interfaces), the requisition will be included in the Prolog download process.