Process Purchase 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.

You can assign requisition numbers in one of two ways, depending on which 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 can access existing requisitions by selecting the Query icon to retrieve records with an "Approved" status.

If you know the requisition ID, you can click the Query icon to retrieve a specific record.

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. 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," or "Rejected."

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 Process Purchase Requisitions screen (Materials»Transactions»Purchase Requisitions). 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 Process Purchase Requisitions screen (Materials»Transactions»Purchase Requisitions)) and can be corrected and resubmitted for approval.

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 again and finish adding the record information later.

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.

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the employee ID of the requisitioner. The employee name displays in the adjacent, non-editable field.

The Lookup data originates from the Employee User Flow screen (People»Maintain»Employee).

Enter, or use Lookup to select, up to 20 alphanumeric characters to designate the organization ID of the requisitioner. The Lookup data originates from the Organization Elements screen (Accounting»Maintain»Organizations).

If you established a link or association between the employee and a specific organization in the Employee User Flow screen (People»Maintain»Employee), the organization ID will default into this field after you tab out of the Requisitioner field, but it can be changed as needed.

Enter the telephone number of the requisitioner.

If you established a link or association between the employee and a telephone number in the Employee User Flow screen (People»Maintain»Employee), the telephone number defaults into this field after you tab out of the Requisitioner field, but it can be changed as needed.

Enter the telephone extension of the requisitioner.

If you established a link or association between the employee and a telephone extension in the Employee User Flow screen (People»Maintain»Employee), the telephone extension will default into this field after you tab out of the Requisitioner field, but it can be changed as needed.

This field displays the system date, which represents the date the requisition was created.

You can enter, or use Calendar Lookup to select, a different requisition date. You must enter this date in the MM/DD/YYYY format.

Enter, or use Calendar Lookup to select, the target place date. You must enter this date in the MM/DD/YYYY format. This represents the date the buyer should generate the purchase order in order to receive the requisitioned item by the requested date.

The Target Place Date is established based on the shipment and delivery lead times specified by the vendor.

This non-editable field displays the date on which the requisition was entered.

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

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the buyer ID to which this requisition will be assigned. The buyer name displays in the adjacent, non-editable field. The Lookup data originates from the Buyers screen (Materials»Configure»Purchasing).

Based on your setup in the Requisition Settings screen (Administration»Configure»Materials) or your designation of data in the Parts User Flow screen (Materials»Maintain»Items), this field may display default data.

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), data defaults into this field based on the configuration settings.

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

Select this checkbox to combine this requisition with other requisitions having the same vendor and buyer. By selecting this checkbox, this data can be associated with one purchase order.

If you selected the Combine Requisitions checkbox in the Defaults block of the Requisition Settings screen (Administration»Configure»Materials), the Combine with Other Requisitions checkbox is already selected.

As long as the checkbox remains selected, a "Duplicate" message will display on any reprints of the requisition. The first printout displays without this message.

If this checkbox is selected, the requisition has been printed.

A blank checkbox indicates that the requisition has not been printed; therefore, no "Duplicate" message will be generated when you print the requisition.

Enter, or use Lookup to select, up to two alphanumeric characters to identify the procurement type code. The Lookup data originates from the Procurement Types screen (Materials»Configure»Purchasing).

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

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 Purchase Requisitions by Line screens (Materials»Transactions»Purchase Requisitions). This warning is informational only, and does not prevent you from creating a purchase order.

This non-editable field displays the sum total displayed in the Est Sales Tax/VAT Amt field for all requisition lines. This value represents the total estimated sales tax value-added tax associated with the product, good, or service for all lines on the requisition.

This non-editable field displays the sum in the Total Est Cost Amt field for all requisition lines. This value represents the estimated total cost of the product, good, or service for all lines in the requisition.

This field displays the system-assigned requisition line number.

This number increases sequentially as you add requisition lines. It is used to track the number of lines on a requisition.

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 Process Purchase Requisitions screen (Materials»Transactions»Purchase Requisitions). 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 Process Purchase Requisitions screen - Materials»Transactions»Purchase Requisitions) and can be corrected and resubmitted for approval.

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

• Completed. This status indicates that the requisition has been completed.

If approvals are performed at the line level, the line status of a requisition may not always be consistent with 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 include "P" (Part), "G" (Good), "S" (Services), 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 Lookup data originates from the Parts User Flow screen (Materials»Maintain»Items).

If the item you selected has revision information associated with it, that data automatically displays in this field. The revision number represents engineering or design modifications for the part selected by the manufacturer.

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 if 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.

You can modify this field 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; or you can enter, or use Lookup to select, up to three alphanumeric characters to identify the unit of measure code 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 which is 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/VAT (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 Purchase Requisition Cost Types screen.

Enter the estimated per-unit cost of the requisitioned item.

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

This field is editable only if the Line Type field displays "S" (Services) or "M" (Miscellaneous), and there is no data in the Quantity and Est Unit Cost Amt fields.

If the Quantity and Est Unit Cost Amt fields display data, this field is non-editable and displays a value that is computed by multiplying the value in the Quantity field by the value in the Est Unit Cost Amt field.

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 Taxable field displays "Y" (Yes), this field also includes any line charges assigned.

This non-editable field displays the sum of the values in the Est Ext Cost Amt, Est Line Charges, and the 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 the setup in the Requisition Settings screen (Administration»Configure»Materials) or the designation of data in the Parts User Flow screen (Materials»Maintain»Items), this field may display default data.

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 defaults 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), the buyer's name automatically displays in this field.

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 defaults 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; in this case, 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 lookup data originates from the Vendor User Flow screen (Materials»Maintain»Vendors).

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.

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 loads the vendor part 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 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.

The system-loaded value can be changed and updated as needed.

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 you 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»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, up to two alphanumeric characters to identify the procurement type code. The Lookup data originates from the Procurement Types screen (Materials»Configure»Purchasing).

The procurement type code represents the reason your company has selected a specific vendor from which to purchase the product, good, or service. B" (Competitive Bid) and "SS" (Sole Source), for example, might represent a procurement type codes.

The Procurement Types screen (Materials»Configure»Purchasing) 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 as specified in the Procurement Types screen (Materials»Configure»Purchasing), 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, and does not prevent you from creating a purchase order.

Select this checkbox to load RFQs (Request for Quotes) automatically onto the requisition line.

Select this checkbox to load vendor quote information onto the requisition line.

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 materials.

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.

This field is hidden if you did not purchase the Inventory module.

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 which orders were drop-shipped directly to customers, as opposed to 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 who is responsible for controlling the availability of this item. 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 screen (Materials»Configure»Items).

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.

This code identifies the manufacturing process and, typically, is not entered here. The code represents the segment of the assembly process (or work instruction) where the part is being used.

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

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

Enter, or use Lookup to select, up to eight alphanumeric characters to identify the approval process code. 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.

Enter an order reference type of "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, no functionality requires the 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."

The Lookup data originates from the Enter Sales Orders screen.

Enter, or use Calendar Lookup to select, 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 select, 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.