Use this subtask to establish information about the requisition and to provide default values for the requisition lines. If you populate certain fields in this subtask for pending requisitions, the following message may display (after you select OK): "Do you wish to change all existing requisition line [field name] values to this new default?" Select Yes to enable the change when adding new requisition lines. All existing requisition lines will not be changed.
Establish this subtask whenever adding a requisition to the system, and maintain it when changes are needed to the default parameters.
These non-editable fields display the requisition ID and revision number 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 the requisition can be approved.
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 you have run the Calculate Over Budget Transactions screen in Costpoint Budgeting and ETC and the requisition can be approved.
Enter free-form text that relates to the entire requisition. These notes, up to 254 characters in length, will be printed on the requisition.
Use 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 default to the Account Distribution subtask line. Establish Project IDs in the Maintain Project Master screen in Costpoint Project Setup.
Enter, or use Lookup to select, an account ID. It must be an active account ID and will default to the Account Distribution subtask line. Establish accounts in the Maintain Accounts screen in Costpoint General Ledger.
Enter, or use Lookup to select, an organization ID. The requisitioner's organization will default. This organization ID will default to the Account Distribution subtask line. Enter organization information in Costpoint General Ledger.
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 default to the Account Distribution subtask line.
Enter a valid project/account code for a project number, or use Lookup to select a code.
Enter, or use Lookup to select, an organization abbreviation. The organization ID assigned to the organization abbreviation selected will default to the Account Distribution subtask line.
Enter, or use Lookup to select, a valid reference number 1 number related to this column header. Maintain reference headings in the G/L Settings screen in Costpoint General Ledger. This value will default to the Account Distribution subtask line.
Enter, or use Lookup to select, a valid reference number 2 number. This value will default to 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 the preferred means of shipping the material requisitioned. You can enter up to 15 alphanumeric characters.
Select this checkbox if the requisition is for a drop shipment. If you did 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. 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.
Vendors are established in the Vendor Info menu in this module, Accounts Payable, or in Purchasing.
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. Create blanket orders in the Enter POs screen in Costpoint Purchasing.
Enter, or use Lookup to select, a procurement type code to identify the type of PO required for this requisition. This code will default to the requisition lines. 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. Enter procurement types in the Procurement Types screen.
Select this checkbox to append "GSA" to the end of the requisition number when you print the requisition. GSA refers to Government Services Administration.
Select the taxable status that will default to the requisition line. This status can be overridden at the requisition line level. The system-defined selections are as follows:
This selection is the system default and indicates that the taxable status will be determined by the taxable status of each item type in the Product Definition Settings screen in Costpoint Product Definition, or the Misc Type code for miscellaneous requisition lines.
If you select this option, all requisition line items will default to taxable.
If you select this option, all requisition line items will default to non-taxable.
The fields in this group box are currently unavailable.
Enter a Deliver To person or location that will default to each new line of the requisition. This is a free-form text field; your entry will not be validated.
The date entered here will default to each new requisition line as the date requested. It is usually the date of this requisition.
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.