ENTER REQUISITIONS

Use this screen to:

Requisition

No

This field displays the requisition number, up to 10 alphanumeric characters, that is the unique identifier for this requisition. This number is used throughout Costpoint to reference the requisition. You can assign requisition numbers in one of two ways, depending on the requisition numbering method selected in the Requisition Settings screen:

Revision

This non-editable field tracks the number of times a requisition changes from R (Rejected) status to P (Pending) status. When a requisition/requisition line has been rejected, you can edit and save the requisition. This resets the requisition status to P and increments the revision number.

Date

Enter the requisition creation date. This field's value defaults to the system date, but can be changed if necessary. This is a required field and must be entered in the format MM/DD/YYYY.

Approval Process

Enter, or use to select, the approval process code for this requisition, if applicable. Approval process codes have settings that specify the manner in which a requisition must be approved before generating a purchase order. You can establish requisition approval codes and settings in the Requisition Approval Processes screen. The status of this field and the approval process codes available for selection depend on how the approval process is set up in the Process Assignments group box in the Requisition Settings screen. If approval processes are assigned manually at the requisition level (i.e., the Requisition option is selected in the Approval Level group box, and the Manual option is selected in the Process Assignments group box in the Requisition Settings screen), enter the approval process code that this requisition must clear to be eligible for generation into a purchase order. If approval processes are not required (or requisition approval is required at the requisition line level), or if they are automatically assigned, you cannot enter a value in this field. Once you have submitted a requisition line for approval, you cannot change this code.

You can establish a link between an approval process and a system workflow in Costpoint Workflow (under the Others folder). For example, when you initiate the workflow case, the system could send a message to the next approver's user ID when the requisition Status is changed to I (In Approval) in the Enter Requisitions screen. Be sure to check with your Costpoint Administrator or Consultant regarding establishing additional workflow settings in Costpoint Workflow.

Status

The header status listed below can be updated by you or the system depending on the stage of the requisition in the procurement planning process. Only requisitions with a status of P (Pending) or R (Rejected) can be modified in this screen.

Trans Currency

This field displays the transaction currency code that is specified for the requisition in the Exchange Rates subtask. All amounts on this screen are expressed in this currency.

Requisitioner

ID

Enter, or use to select, the employee ID of the requisitioner. When you select an employee ID, the corresponding employee name displays. General employee information is entered in the Employee Info menu in Costpoint Labor.

Org

Enter, or use to select, the requisitioner's organization ID. This field defaults to the home organization of the requisitioner. Organization information is entered in the Organizations menu in Costpoint General Ledger.

If you have enabled Org Security in the System Settings screen in Costpoint System Administration, and at least one Procurement Planning screen is activated for Org Security in the Enable/Disable Org Security for Modules screen, you must populate the Org field with the requisitioner's organization. The system displays the following error message if you do not enter a requisition org in this case: "The Requisitioner's Organization must be entered to properly validate organization security."

If Org Security is enabled for the Enter Requisitions screen and your user ID does not have the required access rights for the requisition's organization, you cannot add, change, or delete a requisition. In the Maintain Users screen, your user ID must have full rights for the Org Security Group in order to access the requisitioner's Org Security Profile for Procurement Planning.

Phone

Enter the phone number of the requisitioner. This defaults to the phone number in the Employee table, but can be changed if necessary. The phone number extension of the requisitioner also defaults to the extension in the Employee table, but can be changed.

Buyer

Enter, or use to select, the buyer ID to which this requisition is assigned. You cannot access this field if you have not selected the Allow Buyer Override check box in the Buyer Assignments group box on the Requisition Settings screen.

The buyer must already exist in the Buyers screen under the Purchasing Controls menu in Costpoint Purchasing, and must be linked to the appropriate project/account/organization. If not, Costpoint displays a message that the buyer is not authorized. The buyer must also be authorized for the requisition line's inventory abbreviation information in the Header/Defaults subtask and the Account Distribution subtask. The name of the employee assigned to the buyer ID displays in the field to the right.

Target Place Date

Enter the date on which the buyer should generate the purchase order in order to receive the requisitioned item by the requested date.

Assignment Date

This field displays the date on which this requisition is assigned to a buyer. This field defaults to the current date if a buyer was manually assigned.

Date Entered

This non-editable field displays the date when the requisition was entered or last updated.

Combine with other Reqs

Select this check box to combine this requisition with other requisitions having the same vendor and buyer onto one purchase order. This check box may already be selected, depending on the setup in the Requisition Settings screen, but you can clear it to disable the "combine" feature for this requisition.

Printed

If this check box is selected, the requisition has been printed. As long as this check box remains selected, a "Duplicate" message displays on any reprints of the requisition. A cleared check box indicates that the requisition has not been printed yet, so no "Duplicate" message is generated when you print the requisition.

Table Window

Use this table window to enter requisition line item information. Refer to the Header/Defaults subtask for settings that may default for requisition lines. Depending on the stage and settings of the requisition process, certain fields in each requisition line may or may not be changed.

Line

This column displays the system identifier of a line on the requisition. It is a sequential number assigned by the system to track the line items of the requisition.

Line Rev

This non-editable column displays the line revision number. This is a sequential number assigned by Costpoint to track when the requisition line has been rejected and resubmitted for approval.

Item

Enter, or use to select, the ID of the item to be requisitioned. Items, whether they are a part, good or service, are entered in Costpoint Product Definition.

Item Rev

This column displays the latest revision default when you have entered a valid Item. If you are using multiple part revisions, you can change this field to another revision.

Description

This field displays the description of the Item entered. If changes to descriptions are allowed in the Product Definition Settings screen in Costpoint Product Definition, you can modify the description here, but it does not update the Item table. You can also use this field to requisition miscellaneous items that do not exist in the Product Definition Settings screen.

Ord U/M

This non-editable field displays the order unit of measure code if the item is a part, or the standard unit of measure if a good or service is requisitioned.

Line Type

This field displays the line type of P (Part), G (Good), S (Service), or M (Miscellaneous) for the item specified.

Misc Type

Enter, or use to select, the requisitioned line charge type for miscellaneous lines. Line charge types are entered in the PO Line Charge Types screen under the Purchasing Controls menu in Costpoint Purchasing, and can also be maintained in the Sales Order Line Charge Types screen in Costpoint Sales Order Entry. This field is accessible only when the Item field is left blank and a miscellaneous charge is being entered when the Line Type is M.

Requisition Line Notes

Enter free-form text to be associated with this requisition line. These notes print on the requisition.

Internal Notes

Enter free-form text to be associated with this requisition. These notes do not print on the requisition.

Mil-Spec

Enter the military specification number assigned to the part to be requisitioned. This defaults from the Basic Part Data screen in Costpoint Product Definition.

NSN

Enter the national stock number assigned to the part being requisitioned. This defaults from the Basic Part Data screen in Costpoint Product Definition.

Status

This field displays the line status listed below and can be updated by you or the system, depending on the requisition's stage in the procurement planning process. If approvals are performed at the line level, the line status of a requisition may not always agree with the header status. Pending and in-approval requisition lines may coexist in this table window if approvals are performed at the line level. The system-defined values are as follows:

Commodity

Enter, or use to select, the commodity code for the requisitioned item. A code defaults from the Item table (created in the Product Definition Controls menu in Costpoint Product Definition), but can be changed.

Req U/M

Enter, or use to select, the unit of measure code for the requisitioned quantity on this line. It defaults from the Ord U/M field, but can be changed.

Qty

Enter the quantity to be requisitioned in the requisition unit of measure for this item.

Est Cost Type

Enter, or use to select, the cost type code for this requisition line. Set up cost types in the Requisition Cost Types screen.

Est Unit Cost

Enter the estimated unit cost for this item. The cost stored in the Item Cost table defaults here, depending upon the Est Cost Type.

Est Ext Cost Amt

The estimated extended cost amount is automatically calculated by Costpoint using Est Unit Cost times Qty. You must enter the estimated extended cost amount for S (Services) and M (Miscellaneous) lines where a quantity and unit price are not entered and calculation need not be performed.

Est Line Charges

This non-editable field displays the sum of all line charges entered in the Line Charges subtask for this requisition line.

Sales Tax/VAT Rate

This field displays the sales tax/VAT rate for the sales tax/VAT code that is assigned to the ship ID. Once you enter a Ship ID for the requisition line or in the Header/Defaults subtask, the Sales Tax/VAT rate that is assigned to the Sales/VAT Tax code for that Ship ID defaults in this field. Ship IDs and sales/use tax codes are assigned to vendors in the Maintain Vendors screen in Costpoint Purchasing, Procurement Planning, and Accounts Payable. Sales/VAT Tax codes can also be assigned to Ship IDs for branch locations (in the Branch Locations screen under the Purchasing Controls menu), customers (in Costpoint Sales Order Entry), and warehouses (in Costpoint Inventory). The Tax Rate is originally assigned to the Tax Code in the Maintain Sales/Value Added Tax screen in Costpoint System Administration.

Est Sales Tax/VAT Amt

This non-editable field displays the sum total of sales tax/VAT for the line item and any line charges assigned if the Tax field is Y (Yes).

Total Est Cost Amt

This non-editable field displays the sum of the Est Ext Cost Amt, the Est Line Charges, and the Est Sales Tax/VAT Amt.

Tax

Enter Y (Yes) if sales tax or VAT is to be calculated for this requisition line item. If it is not taxable, enter N. The taxable status defaults based on the selection in the Default Taxable Status group box in the Header/Defaults subtask. The default is taxable for all, non-taxable for all, or it defaults from the item's (or Misc Type code's) taxable status. Any default can be changed as necessary. This is a required field.

Requested Date

Enter the date by which the item is needed by the requisitioner. This is a required field.

Date Approved

After the requisition has gone through the approval process, this field displays the requisition's approval date.

Ship ID

Enter, or use to select, the ship ID where this requisitioned item is to be delivered. The Ship ID entered in the Header/Defaults subtask defaults and can be changed, if necessary. This field is required for parts, goods, and taxable items. Shipping IDs are assigned to vendors in the Maintain Vendors screen in Costpoint Purchasing, Procurement Planning, and Accounts Payable, and can be viewed in the Display Ship IDs screen in Costpoint Purchasing. Ship ID information can also be assigned to branch locations (in the Branch Locations screen under the Purchasing Controls menu), customers (in Costpoint Sales Order Entry), and warehouses (in Costpoint Inventory). You can enter a Ship ID in this field only if it exists in the Display Ship IDs screen.

Drop Ship

Enter Y (Yes) to indicate that this item is to be drop-shipped to an outside location.

Deliver To

Enter the name or department to which the item must be delivered.

Ship Via

Enter the shipping company/method by which the requisitioned item should be shipped.

Approval Process

This field is available only if the Approval Level selected on the Requisition Settings screen is Requisition Line. This means that approvals are performed for each requisition line. If approval processes are assigned manually at the requisition line level (i.e., the Requisition Line option is selected in the Approval Level group box, and the Manual option is selected in the Process Assignments group box in the Requisition Settings screen), enter the approval process code that this requisition line must clear to be eligible for generation into a purchase order. If approval processes are not required (or requisition approval is required at the requisition header level), or if they are automatically assigned, you cannot enter a value in this field. Once a requisition line has been submitted for approval, you cannot change this code.

Inv Abbrev

Enter, or use to select, the inventory abbreviation for which this inventory part is being requisitioned. Inventory abbreviation information is established in the Inventory Projects screen in Costpoint Inventory. This field is required for all P (Part) type requisitions, and displays account information used by Costpoint Inventory when inventory transactions are posted to the inventory journal. If you entered a valid inventory abbreviation in the Header/Defaults subtask and chose to have it default for all requisition lines, this field displays that inventory abbreviation. If that default is not available, this field uses the inventory abbreviation that was entered in the Part Planning subtask of the Part Inventory Inquiry. In either case, you can enter a different abbreviation.

Once the Inv Abbrev field is populated for the requisition line, the Warehouse field defaults to the Planning Warehouse ID that appears in the Inventory Projects screen for this inventory project/inventory abbreviation. The Project, Account, and Organization assigned to this inventory abbreviation default to the Account Distribution subtask.

Warehouse

Enter, or use to select, the warehouse to which this inventory part goes. Warehouses are entered in the Warehouses screen in Costpoint Inventory. This field is hidden if you do not have Costpoint Inventory on your system.

Preferred Vendor

The system loads the preferred vendor from the Assign Vendors screen in Costpoint Product Definition, if one has been assigned for this item. If you have not assigned a preferred vendor to the item, enter, or use to select, the ID of the preferred source vendor for this requisitioned item.

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.

Preferred Vendor Name

This field displays the name of the Preferred Vendor.

Manufacturer

Enter, or use to select, the manufacturer ID of the purchased part.

Manufacturer Part

Enter, or use to select, the manufacturer's part for this item. The system loads this field from the Alternate Parts screen in Costpoint Product Definition, if one was assigned for this item. The system-loaded value can be changed.

Mfg Rev

Enter the revision for the manufacturer's part for this item. The system loads the revision based on the manufacturer's part selected. Establish this revision in the Alternate Parts screen in Costpoint Product Definition.

Vendor Part

Enter, or use to select, the vendor part for this item. This field defaults to the vendor part that was identified in the Alternate Parts screen in Costpoint Product Definition. The default value can be changed.

Vend Rev

Enter the revision for the vendor part for this item. The system loads the vendor revision based on the vendor part selected. Establish the vendor revision in the Alternate Parts screen in Costpoint Product Definition.

Procurement Type

Enter, or use to select, the procurement type code for this item. Procurement types serve two purposes: you can use them to categorize requisition lines, and to instruct buyers on how many quotes should be obtained before the requisition line is generated into a purchase order.

Preferred Quote

Enter, or use to select, the vendor quote that is the source for this requisitioned item. Enter quote information in the Enter Quotes by Vendor screen and Enter Quotes by Item screen.

If you use to select an open, unexpired award, the requisition line's Est Net Unit Cost is populated with the Net Unit Cost for the selected breakpoint quantity as it appears for the quoted item. The Preferred Vendor field also loads from the quote header, as do the manufacturer, manufacturer part/revision, and vendor part/revision from the quote line. You can change these fields for pending requisitions.

Suggested Blanket PO

Enter, or use to select, an existing blanket purchase order that is the source for this item. Establish blanket POs in the Create Blanket Releases screen in Costpoint Purchasing.

Buyer

Enter, or use to select, the ID of the buyer who is responsible for procuring this item. Costpoint may default a buyer based on the buyer set up in the Requisition Settings screen.

If the Allow Buyer Override option is selected in Requisition Settings, users can modify the default buyer, regardless of the buyer assignment method, or add a buyer if no value was defaulted in.

The defaulting logic is as follows, and depends on the buyer assignment method selected in requisition settings.

If Requisition Settings does not allow buyer override for the associated company, the requisition line Buyer field remains non-editable and is based on the requisition settings buyer assignment code.

Although a buyer is not required at this point, you must enter one before you can generate a purchase order from the requisition in the Requisition Processing or Requisition Processing by Line screens. Enter general buyer information in the Purchasing Controls menu in Costpoint Purchasing.

Planner

Enter, or use to select, the planner who is responsible for controlling the availability of this item. Set up planners through the Production Controls menu in Costpoint Production Control.

Operation Code

Enter, or use to select, an operation code for the requisition line. The Lookup data originates in the Maintain Labor Operations screen in Costpoint Routings.

Order Ref Type Code

Enter S to record the line costs against the sales order line referenced in the Order Reference column. The sales order ID can be entered in the Order Reference column only when S is in this column. If you enter N (No), the order reference cannot be accessed.

Order Reference/Order Ref Release/Order Ref Line No

Enter, or use to select, the sales order for which this item is being requisitioned. The Order Ref Release and Order Ref Line No fields default to zero; however, be sure to enter the correct value in each of these fields to reference the correct sales order. If you delete a requisition line that was created from a Sales Order, and there are no other requisition lines for the same Sales Order line, the Req Gen (Requisition Generated) field for the SO line changes from Y (Yes) to N (No) in the Enter Sales Orders screen in Costpoint Sales Order Entry.

CLIN

Enter the Contract Line Item Number (CLIN) to be associated with this requisition line.

Over Ship

Enter Y (Yes) to allow overshipments for this requisitioned item. This required field defaults from the Item table.

Rcpt Tol

If the Over Ship flag is set to Y (Yes), enter the overship tolerance percentage for this requisition line. Enter 0% if you do not want to restrict the overship amount or quantity.

QC Insp Reqd

Enter Y (Yes) or N (No) to indicate whether a quality control inspection is required upon receipt of the items ordered. This flag is loaded from the Part Master or Line Charge table and can be changed if necessary. This field is required.

Source Insp Reqd

Enter Y (Yes) or N (No) to indicate whether a government source inspection is required. A source inspection normally requires the vendor to obtain approval from a government inspector before shipping any material. This flag is loaded from the Part Master table and can be changed if necessary. This field is required.

Cert Conf Reqd

Enter Y (Yes) or N (No) to indicate whether a certificate of conformance is required. This certificate is a legal document issued by the vendor, which certifies that the material conforms to certain specifications and requirements. This flag is automatically loaded from the Part Master table and can be changed if necessary. This is a required field.

Performance Start Date

Enter the starting period of performance date for this requisition line.

Performance End Date

Enter the ending period of performance date for this requisition line.

Assignment Date

This field displays the date on which this requisition is assigned to a buyer. It defaults to the current date if a buyer was assigned manually.

BOM Configuration

Enter, or use to select, the BOM configuration needed to determine requirements for a specific configuration. Enter the BOM configuration IDs in the Configuration Identifiers screen in Costpoint Bills of Material.

Target Place Date

Enter the date the buyer should generate the PO in order to receive the requisitioned item by the requested date.

Industry Class

Enter, or use to select, the industry classification code for this requisition line. The value in this column displays as a default from the assigned Item, Misc Type, or Commodity Code. Establish industry classification codes in the Industry Classifications screen in the Purchasing Controls menu in Costpoint Purchasing and under the Product Definition Controls menu in Costpoint Product Definition.

Sales Tax/VAT Total

This field displays the sum of the Est Sales Tax/VAT Amt for all requisition lines.

Requisition Total

This field displays the sum of the Total Est Cost Amt for all requisition lines.

Header

Click this button to establish default information for an entire requisition.

Hdr Std Txt

Click this button to open the requisition header standard text subtask for this requisition.

Currency Line

Click this button to view requisition line amounts in both transaction and functional currencies. This button is enabled if the transaction and functional currencies are different in the Exchange Rates subtask. This button is disabled if you do not have access to Costpoint Multicurrency.

Hdr Apprvl

Click this button to view approval process and status information for this requisition. This button is available when approvals are issued at the requisition level (i.e., you have selected the Requisition option for the approval level in the Requisition Settings screen), and the requisition status is not pending.

Exch Rate

Click this button to view and maintain the transaction currency, rate groups, and exchange rates for the requisition. This button is disabled if you do not have access to Costpoint Multicurrency.

Accounts

Click this button to distribute requisition line charges to single or multiple project/account/organization combinations.

Hdr Docs

Click this to button to open the RQ header documents subtask, where you can assign documents to the requisition header. These documents are pre-established within the Product Definition module, or added by requisition as needed.

Line Documents

Click this button to open the RQ Line documents subtask, where you can assign documents to the purchase requisition line. These documents are pre-established within the Product Definition module, or added by purchase requisition as needed.

Line Chgs

Click this button to set up additional estimated charges for a line item.

Ln Std Txt

Click this button to open the requisition line standard text subtask for this requisition line.

RFQ, Ref Quotes, Assign PO

These buttons are not accessible from this screen; they are accessible only in the Requisition Processing screen and the Requisition Processing by Line screen.

Ln Apprvl

Click this button to view approval status information for this requisition line. This button is available when approvals are issued at the requisition line level (i.e., you have selected the Requisition Line option for the approval level in the Requisition Settings screen), and the requisition status is not pending.

RQ Totals

Click this button to view requisition total amounts.