Enter Requisitions

Enter up to 10 alphanumeric characters to identify the requisition.

The requisition ID is a unique alphanumeric combination used to identify the requisition. This alphanumeric combination is used throughout Costpoint to reference the requisition.

You can assign requisition numbers in one of two ways, contingent upon the requisition numbering method you selected in the Requisition Settings screen (Administration»Configure»Materials).

If you selected the System radio button in the Requisition Numbering Method group box of the Requisition Settings screen (Administration»Configure»Materials), the system automatically numbers the requisitions, incrementing the value in the Last System Req Number field in the Requisition Settings screen (Administration»Configure»Materials) by one.

After you have entered all data and saved the record, the system automatically assigns the next available number and displays it in the Requisition ID field.  

You can manually enter a unique requisition number, even if you have established system numbering.

If you selected the Manual radio button of the Requisition Numbering Method group box in the Requisition Settings screen (Administration»Configure»Materials), you must enter a requisition number before you can save the new record. In this case, the system does not store the last number used; therefore, you must track the requisition numbers in a separate log.

This non-editable field tracks the number of times the requisition status shifts from "R" (Rejected) to "P" (Pending).

When a requisition or requisition line has been rejected, the requisitioner can edit and save the requisition, thereby resetting the requisition status to "P" (Pending) and incrementing the revision number by one.

Enter, or use Lookup to select, the approval process for this requisition, if applicable. The Lookup data originates from the Purchase Requisition Approval Processes screen (Materials»Configure»Purchase Requisitions).

Approval process codes represent the manner in which a requisition must be approved before you can generate a purchase order.

Once you have submitted a requisition line for approval, you cannot change this code unless the requisition has been rejected.

Use the drop-down box to select "Pending," "In-Approval," "Void," "Approved," "Rejected," "PO Generated," or "Closed."

Only requisitions with a status of "P" (Pending) or "R" (Rejected) can be modified in this screen.

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

• I - In-Approval. This status indicates that the requisition has been submitted for approval and is in the process of being reviewed. You cannot modify requisitions with a status of "In-Approval" on this screen.

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

• A - Approved. This status indicates that the requisition has been approved and can be processed into a purchase order in the Requisition Processing screen. You cannot modify requisitions with this status on this screen.

• R- Rejected. This status indicates that the requisition has been rejected during the approval process (or by a buyer in the Requisition Processing screen (Materials»Transactions»Purchase Requisitions)) and can be corrected and resubmitted for approval.

• G - PO Generated. This status indicates that a purchase order has been created from this requisition, and it cannot be modified.

• C- Closed. This status indicates that a requisition has been processed by specific applications in the Receiving and Accounting modules. These modules include a "closing" process which, when executed, systematically closes the requisition.

Select this checkbox to submit the requisition for approval. If this checkbox remains cleared, you can access the record to modify or update its contents without concern that the requisition has been or will be submitted for approval.

If, for example, you are in the process of entering a requisition but are interrupted, and this checkbox is not selected, you can access the requisition later and finish adding the record information.

This non-editable field displays the transaction currency code that you specified for the requisition in the Exchange Rates subtask.

All dollar amounts noted on this screen are calculated or processed in terms of this currency.

This field displays the system-assigned requisition line number.

This number track the number of lines on a requisition. It increases as you add requisition lines.

Use the drop-down box to select "Pending," "In-Approval," "Void," "Approved," "Rejected," "PO Generated," or "Closed."

Only requisitions with a status of "P" (Pending) or "R" (Rejected) can be modified in this screen.

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

• I - In-Approval. This status indicates that the requisition has been submitted for approval and is in the process of being reviewed. You cannot modify requisitions with a status of "In-Approval" on this screen.

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

• A - Approved. This status indicates that the requisition has been approved and can be processed into a purchase order in the Requisition Processing screen. You cannot modify requisitions with this status on this screen.

• R- Rejected. This status indicates that the requisition has been rejected during the approval process (or by a buyer in the Requisition Processing screen) and can be corrected and resubmitted for approval.

• G - PO Generated. This status indicates that a purchase order has been created from this requisition, and it cannot be modified.

• C- Closed. This status indicates that a requisition has been processed by specific applications in the Receiving and Accounting modules. These modules include a "closing" process which, when executed, systematically closes the requisition.

If approvals are performed at the line level, the line status of a requisition may not always correspond to the data in the Status field of the header record.

"Approved" and "Rejected" requisition lines may coexist in this table window, if approvals are performed at the line level.

This non-editable field displays the line type.

Line types are "P" (Part), "G" (Good), "S" (Service), or "M" (Miscellaneous).

Enter, or use Lookup to select, up to 30 alphanumeric characters to designate the ID of the item to be requisitioned.

The Lookup data originates from the Parts User Flow, Goods User Flow, and Services User Flow screens (Materials»Maintain»Items).

Enter, or use Lookup to select, up to three numeric characters to identify the revision number. The revision ID must be associated with the part you selected.

The Lookup data originates from the Parts User Flow screen (Materials»Maintain»Items).

The revision number represents engineering or design modifications for the part selected.

Enter, or use Lookup to select, up to six alphanumeric characters to identify the requisitioned line charge type for miscellaneous lines.

The Lookup data originates from the PO Line Charge Types screen.

Line charge types are entered in the PO Line Charge Types screen and can also be maintained in the Sales Order Line Charge Types screen.

This field is accessible only when the Item field is blank and the Line Type field displays "M."

This field displays the description of the data you entered in the Item field.

This field may be modified if you selected the Parts or Goods and Services checkbox in the Allow Modifications to Descriptions on PO/Requisition Lines group box of the Product Definition Settings screen (Administration»Configure»Materials).

Enter, or use Calendar Lookup to select, the date by which the item is needed by the requisitioner. You must enter the date in the MM/DD/YYYY format.

This code defaults into this field based on the item selected. You may enter, or use Lookup to select, another code (up to three alphanumeric characters), to identify the units of measure for the requisitioned quantity on this line.

The Lookup data originates from the Units of Measure screen.

Enter the quantity associated with the product, good, or service required for this requisition line.

Enter, or use Lookup to select, the inventory abbreviation for which this inventory part is being requisitioned. Inventory abbreviation information is established in the Inventory Projects screen. This field 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, the Warehouse field defaults to the planning warehouse ID that appears in the Inventory Projects screen.

Use the drop-down box to select "Yes" or "No."

Select "Yes" if tax is to be calculated for this requisition line item. If the item is not taxable, select "No."

Enter, or use Lookup to select, up to 20 alphanumeric characters to designate the ship ID where this requisitioned item is to be delivered.

The Lookup data originates from the Ship ID table, which is compiled from the Branch Locations, Vendor User Flow (Materials»Maintain»Vendors), Customers (Materials»Maintain»Customers), and Warehouses screens.

This non-editable field displays the sales tax/value added tax rate that is assigned to the ship ID.

Enter, or use Lookup to select, up to two alphanumeric characters to identify the cost type code for this requisition line.

The Lookup data originates from the Requisition Cost Types screen.

The estimate cost type is primarily used as a default based on the priority selections in the cost type table in the procurement planning controls applications.

Enter the estimated unit cost of the requisitioned item.

Enter the estimated extended cost amount for this requisition line. This amount should exclude any additional charges.

The value in this field is calculated based on the quantity times the net estimated unit cost.

You can enter data in this field if the item type is "S" (Services) or "M" (Miscellaneous), and if there is no data in the Quantity and Est Unit Cost Amt fields.

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

This non-editable field displays the sum of sales tax/VAT (value added tax) for the line item. If the Tax field displays "Y" (Yes), it includes any assigned line charges.

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

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the ID of the buyer who will be responsible for procuring this item.

The Lookup data originates from the Buyers screen (Materials»Configure»Purchasing).

Based on your setup in the Requisitions Settings screen (Administration»Configure»Materials) or your designation of data in the Parts User Flow screen (Materials»Maintain»Items), this field might display a default. For example, if you did not select the Manual radio button in the Buyer Assignments group box of the Requisition Settings screen (Administration»Configure»Materials), this field will default based on the setting configuration.

In addition, if you linked a buyer to a specific part in the Parts User Flow screen (Materials»Maintain»Items), a buyer name will automatically display in this field, if this part is the requisitioned item.

Although a buyer is not required at this point, you must enter one before you can generate a requisition into a purchase order.

This non-editable field displays the date on which this requisition is assigned to a buyer. If a buyer was assigned manually, this field will default to the system date.

Enter, or use Calendar Lookup to select, the target place date. You must enter this date in the MM/DD/YYYY format.

The target place date represents the date the buyer should generate the purchase order in order to receive the requisitioned item by the requested date.

Typically, this date is relevant only if the requisitioner has specified a preferred vendor; the Target Place Date is established based on the shipment and delivery lead times specified by the vendor.

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the ID of the preferred 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.

The lookup data originates from the Vendor User Flow screen (Materials»Maintain»Vendors).

This non-editable field displays the name associated with the ID you selected in the Preferred Vendor field.

Enter, or use Lookup to select, up to 30 alphanumeric characters to identify the vendor part number for this item.

The Lookup data originates from the Alternate Parts screen (Materials»Maintain»Items).

The system will load the vendor part that has been identified in the Alternate Parts screen (Materials»Maintain»Items).

The system-loaded value can be changed as needed.

Enter the vendor part revision number of the item being requisitioned. The system loads the vendor revision based on the vendor part selected.

You can establish the vendor revision details in the Alternate Parts screen (Materials»Maintain»Items).

Enter, or use Lookup to select, up to 10 alphanumeric characters to designate the manufacturer ID associated with the requisitioned item.

The Lookup data originates from the Manufacturers (Materials»Maintain»Manufacturers) or Alternate Parts screen (Materials»Maintain»Items).

Enter, or use Lookup to select, up to 30 alphanumeric characters to identify the manufacturer part number. The Lookup data originates from the Alternate Parts (Materials»Maintain»Items) screen.

The system loads this field from the Alternate Parts screen (Materials»Maintain»Items), if one was assigned for this item, but you can change it.

Enter, or use Lookup to select, up to three numeric characters to identify the manufacturer part revision number.

The Lookup data originates from the Alternate Parts (Materials»Maintain»Items) screen.

The system loads the revision based on the manufacturer's part selected.

Enter, or use Lookup to select, up to 10 alphanumeric characters to identify the vendor quote that is the source for this requisitioned item.

The Lookup data originates from the Enter Quotes by Vendor or Enter Quotes by Item screen (Materials»Transactions»Vendor Quotes).

Enter, or use Lookup to select, up to 10 alphanumeric characters to designate the purchase order ID of the existing blanket to be used to be used as the source for this item.

The Lookup data originates from the Enter Purchase Orders screen (Materials»Transactions»Enter Purchase Orders).

Blanket orders are entered in the Enter Purchase Orders screen (Materials»Transactions»Enter Purchase Orders). The requisition may be used to create releases against the designated blanket order.

A blanket purchase order typically represents a standard purchase order that you issue to a vendor for products, goods, or services that are needed on a regular basis.

Enter, or use Lookup to select, the procurement type code. The Lookup data originates from the Procurement Types screen.

The procurement type code represents the reason your company has selected a specific vendor from which to purchase the product, good, or service.

"CB" (Competitive Bid) and "SS" (Sole Source), for example, might represent procurement type codes.

The Procurement Types screen allows you to enter the code, description, and required number of vendor quotes associated with the purchase of the product, good, or service as designated in the Procurement Types screen (Materials»Configure»Purchasing).

If the requisition does not have the appropriate number of vendor quotes, the system displays a warning when you attempt to save records in the Process Purchase Requisitions and Process Requisitions by Line screens (Materials»Transactions»Purchase Requisitions). This warning is informational only. It does not prevent you from creating a purchase order.

Use the drop-down box to select "Yes" or "No." Your selection indicates whether or not a quality control inspection is required upon receipt of the requisitioned item.

Use the drop-down box to select "Yes" or "No." Your selection indicates whether or not a government source inspection is required.

A source inspection normally requires the vendor to obtain approval from a government inspector before shipping any material.

Use the drop-down box to select "Yes" or "No." Your selection indicates whether or not 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.

Enter, or use Lookup to select, up to eight alphanumeric characters to designate the warehouse ID to which this inventory part will be delivered.

The Lookup data originates from the Warehouses screen.

If you did not purchase the Inventory module, this field is hidden.

Enter up to 15 alphanumeric characters to identify the method/company by which the requisitioned item should be shipped.

Enter up to 25 alphanumeric characters to identify the name or location to which the requisitioned item is to be delivered.

Select this checkbox if the item is to be drop-shipped to an outside location.

This information is used primarily for sales order transactions. The drop-ship information allows you to identify orders that were drop-shipped directly to customers, rather than being delivered to company delivery addresses.

Use the drop-down box to select "Yes" or "No." Select "Yes" to allow overshipments of this requisitioned line item on the purchase order.

Enter a receipt tolerance percentage.

If the Overshipments Allowed field displays "Y" (Yes), enter the overshipment tolerance percentage for this requisition line.

"0%" indicates that no overshipment is allowed; a nonzero percentage restricts the overship amount or quantity.

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the ID of the planner. The Lookup data originates from the Planners screen.

The planner schedules manufacturing orders and determines the availability of materials in order to meet production and sales order demands.

The planner also works with buyers to coordinate and expedite the ordering of materials.

Enter, or use Lookup to select, up to eight alphanumeric characters to identify the commodity code for the requisitioned item. The Lookup data originates from the Commodity Codes (Materials»Configure»Items) screen.

Enter, or use Lookup to select, up to eight alphanumeric characters to identify the industry classification code for this requisition line. The Lookup data originates from the Industry Classifications screen.

Enter up to 20 alphanumeric characters to identify the military specification assigned to the part to be requisitioned. This value defaults from the Parts User Flow screen (Materials»Maintain»Items), if applicable.

Enter up to 20 alphanumeric characters to identify the National Stock Number (NSN) assigned to the part being requisitioned.

Enter up to 10 alphanumeric characters to identify the Contract Line Item Number (CLIN) to be associated with this requisition line.

Enter, or use Lookup to select, up to 10 alphanumeric characters to designate the BOM (Bills of Material) configuration ID needed to determine requirements for a specific configuration.

The Lookup data originates from the Configuration Identifiers screen.

Enter, or use Lookup to select, up to 12 alphanumeric characters to identify the routing operation code.

The operation identifies the manufacturing process and, typically, is not entered here. The operation indicates the part of the assembly process in which the part will be used.

This field may be populated when a requisition is created in the MRP (Materials Requirements Planning)or Production Control module.

This non-editable field displays the date the requisition was approved.

Enter an "S" to record the line costs against the sales order line referenced in the Order Reference field.

The sales order ID can be entered in the Order Reference field only when an "S" displays in this field.

Enter, or use Lookup to select, up to 10 alphanumeric characters to designate the order ID for which this item is being requisitioned.

The Lookup data originates from the Enter Sales Orders screen.

This non-editable field displays the order reference release data. Currently, there is no functionality that requires use of this field.

Enter, or use Lookup to select, up to four alphanumeric characters to identify the line of the sales order you want to reference.

The Order Reference Type field must display "S" in order for you to enter data in this field.

The Lookup data originates from the Enter Sales Orders screen.

Enter, or use Calendar Lookup, to indicate the starting period of the performance date for this requisition line. You must enter the date in the MM/DD/YYYY format.

Enter, or use Calendar Lookup, to indicate the ending period of the performance date for this requisition line. You must enter the date in the MM/DD/YYYY format.

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

Enter up to 254 alphanumeric characters of additional information relevant to this requisition. These notes are printed on the purchase order.

Enter up to 254 alphanumeric characters of additional information relevant to this requisition. These notes are not printed on the purchase order.