Enter Quick Purchase Requisitions

You should use this screen as opposed to the Enter Purchase Requisitions application (Materials\Transactions\Purchase Requisitions) if you need to enter a basic requisition with quickness and ease.

This application only displays the core elements essential for entering a requisition; in addition, this application allows you to print a requisition once it has been saved.

The best method by which to create a requisition in this screen is as follows:

• Enter, or use Lookup to select, a requisition type. You may also choose not to enter data in this field in order to have the default requisition type load. Next, select the Load Req Type Defaults pushbutton. Default data, previously defined in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions), will automatically display in the appropriate fields. If your Costpoint validation frequency is set to "Field," requisition type defaults will load automatically after you select the Tab key to exit the Requisition Type field. Unlike most Costpoint screens, you are not required to select the New Record icon if you are entering merely one requisition in this screen; however, if you want to enter more than one requisition, you must use the New Record icon from the header screen to enter additional requisitions.

• Next, use the Tab key to access all other fields in the requisition header, adding relevant data as appropriate. Based on the setup you established in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions), you may or may not be able to edit the data.

• To add a line to the requisition, select the Requested Items (Add/View) subtask. All requisitions require at least one requisition line. You must literally select the word "Add" to enter additional requisition detail. (When you want to retrieve existing requisition information, you must literally select the word "View" or the actual "Requested Items" text to edit existing requisition records).

• In the Requested Items subtask, you may enter specific information, such as the item to be purchased, a description of the requisition item, the quantity, cost, and delivery information.

• To enter additional lines to the requisition, you must select the New Record icon.

• Next, you may select the Charge Numbers (Add/View) subtask, if you want to link the line to charge numbers which are different than what is specified in the requisition header. You must literally select the word "Add" option to enter charge number information. (When you want to retrieve existing charge number information, you can select the word "View" or the actual "Charge Numbers" text to edit existing records).  

• You may or may not be able to change or add multiple charge lines for a requisition line, depending on the requisition type. You must select the New Record icon to enter additional charge number lines.

• Before saving the record, if you are satisfied with the data entered in the requisition and want the requisition submitted for approval (or made available to a buyer if no approval is required), select the Submit for Approval checkbox. Once the saved requisition is submitted for approval, you will no longer be able to edit that requisition, unless it is rejected. If you do not submit it for approval, you can save the requisition, but will still be able to edit it.

• Saving the requisition is the final step necessary in order to preserve the data you enter in this screen. After you have entered the requisition and charge number information, you must select the Save icon to store the record data. If you select the Save icon when working on a new requisition, the existing requisition will be cleared from the screen after a successful save. If you want to keep the requisition on the screen after you save it, select the Save Continue icon. In addition, you must have the saved requisition on the screen in order to print the requisition from this application.

The toolbar in this screen is designed to provide only the basic and fundamental options; therefore, the standard Costpoint web toolbar has been modified in this screen to promote application ease of use.

Only the toolbar functions critical for this application are available in this screen.

For example, you can select the New Record icon to enter multiple requisitions in this screen; in addition, you can select the Query icon to retrieve existing records. Selecting the Query icon allows you to specify selection criteria in order to retrieve existing records. As you enter the selection criteria, you must select the Add pushbutton to move this criteria information into the Query Conditions box. You must select the Submit Query pushbutton to execute the Query function and retrieve the existing record.

This screen also displays the Switch View icon, allowing you to vary the format or composition of the record data from Form View to Table View. Use of this icon is helpful if you need to view a different arrangement or display of the record information.

Table View, for example, displays multiple records simultaneously. This view displays a row and field format that allows you to enter or update more than one record before saving this information. Form View presents a "snapshot" that displays one record at a time; this option allows you to view more fields.

If a screen has both a Table View and Form View option, the data entry is identical in either mode; the same Lookups and validations are available. Selections presented as radio buttons in Form View will display as drop-down boxes in Table View. Not all screens have both display options.

You can select the Print icon to send the output to a printer. By printing the requisition, you can review its content for accuracy or generate a hard copy of the requisition for reference or approval purposes. Only saved requisitions can be printed. If you make changes to an existing requisition, you must save the changes before printing, as only saved changes will be printed.

The Print Options icon is also available in this screen. Generally, this feature allows you to generate and print reports, save reports to a file, download reports, archive reports, and e-mail reports. In order to use this feature properly, you must first establish entries in the System Printers screen (Administration\Maintain\Printers).

You can select the Lookup icon to display the available values for a specific field. Validated Lookups provide a convenient way for you to select data from a system-provided list of eligible and valid options.

To access Lookup, your cursor must be in a field in which the Lookup icon has been activated on the toolbar.

If you enter the first few characters in a field and then select the Lookup icon, the system will filter the Lookup based on the characters in the field. For example, if you enter "05" in the Account field and then select the Lookup icon, the Lookup result set will display only accounts that begin with "05." If you need to retrieve another value, you must first clear the data from the existing field before you perform the Lookup function again.

Data fields associated with the Lookup will also be populated when you select a row from a Lookup. For instance, if you select the project ID from the Lookup, its associated description usually displays in the adjacent, non-editable field.

If you need to make changes or corrections to the requisition, you can retrieve it by selecting the Query icon and entering the selection criteria. As you enter the selection criteria, you must select the Add pushbutton to move this criteria information into the Query Conditions box. You must select the Submit Query pushbutton to execute the Query function and retrieve the existing record. You may modify requisitions that have not been submitted for approval.

Enter, or use Lookup to select, up to 10 alphanumeric characters to identify the requisition type.

Leave this field blank in order to have the default requisition type load when you select the Load Req Type Default pushbutton.

The data in the Lookup originates from the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions).

After you enter or select a purchase requisition type, its description displays in the adjacent, non-editable field.

A purchase requisition type may represent a user-defined category associated with a purchasable item; it may also represent the actual project to which a purchasable item is charged.The Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) allows you to define requisition types and associate them with default data, such as charge detail, procurement information, and sales tax specifics.

The default data that you designate in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) automatically populates fields in the Enter Quick Purchase Requisitions application after you enter data in the Requisition Type field. You must tab out of this field or select the Load Req Type Default pushbutton to display the default data.

Note:  If your Costpoint validation frequency is not set to "Field," you must use the pushbutton to load the default data.

Select this pushbutton to populate specific fields in this screen, based on your setup of the requisition type in the Purchase Requisition Types application (Materials\Configure\Purchase Requisitions).

Selecting this pushbutton triggers display of the default data you defined for this requisition type. If you select it without entering a requisition type, the default requisition type (and all associated data) will be loaded.

Note:  If your Costpoint validation frequency is set to "Field" and you enter or use the Lookup to select the requisition type, this pushbutton is not needed. Defaults will load automatically when you select the Tab key.

This non-editable field displays the Requisition ID.

This alphanumeric combination is used throughout Costpoint to identify the requisition.

The system will automatically number 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 will automatically assign the next available number and display it in the Requisition ID field.  

Use the drop-down box to make a selection.  Your choices include "Pending," "In-Approval," "Void," "Approved," "Rejected," "PO Generated," and "Closed."

Only requisitions with a status of "P" (Pending) or "R" (Rejected) can be modified in this screen. You may also void a requisition with an "In-Approval" or "Approved" status.

It is recommended that you only update this field if you want to void the requisition.

• P - Pending. This status indicates the requisition is being modified by the requisitioner. This status will exists 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 the requisition has been submitted for approval and is in the process of being reviewed. You may void a requisition with an "In-Approval" status.

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

• A - Approved. This status indicates 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 in this screen. You may void a requisition with an "Approved" status.

• R- Rejected. This status indicates 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.

• G - PO Generated. This status indicates that one or more purchase orders have been created from this requisition, and it cannot be modified.

• C- Closed. This status typically results when buyers purchase certain items on the requisition, but they do not purchase items on the remaining open requisition lines. A requisition with a closed status cannot be modified in this screen.

Enter, or use Lookup to select, the approval process for this requisition, if applicable.

The data available in the Lookup 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 for approval, you cannot change this code unless the requisition has been rejected.

In many cases, Costpoint automatically assigns the approval process, and it cannot be modified. This process is assigned based on designations you established in the Requisition Settings screen (Administration\Configure\Materials).

Select this checkbox to submit the requisition for approval.  

If this checkbox remains deselected, you can access the record to modify or update its contents after it is saved without concern that the requisition has been or will be submitted for approval.

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

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 data available in the Lookup 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 data available in the Lookup originates from the Organization Structures 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 but can be changed as needed.

Enter the telephone number of the requisitioner.

If you established a link or association between the employee and a work telephone number in the Employee User Flow screen (People\Maintain\Employee), the work telephone number will default into this field but can be changed as needed.

Enter the telephone number extension of the requisitioner.

If you established a link or association between the employee and a work telephone extension in the Employee User Flow screen (People\Maintain\Employee), the work telephone extension will default into this field but can be changed as needed.

Enter, or use Calendar Lookup to select, the date by which the items are needed by the requisitioner.

Enter, or use Lookup to select, up to 20 alphanumeric characters to identify the ship ID code. This code represents the address to which the purchased items should be delivered. This information can be overridden at the line level.

Enter up to 25 alphanumeric characters to identify the name or location to which the requisitioned item is to be delivered once it is received. This information can be overridden at the line level.

Enter, or use Lookup to select, up to eight alphanumeric characters to designate the ID of the warehouse to which this inventory part will be delivered. The data available in Lookup originates from the Warehouses screen.

This field will be hidden if the requisition type does not designate this as an inventory requisition.

Enter, or use Lookup to select, up to 30 alphanumeric characters to designate the default project ID. The project name displays in the adjacent, non-editable field.

The data available in Lookup originates from the Project User Flow screen (Projects\Maintain\Project).

If you entered data in the Requisition Type field and a project was associated with this requisition type, the default project will display in this field, after you select the Load Req Type Default pushbutton.

If aproject automatically displays in this field based on the requisition type you selected, you can modify this data, if the Allow Project Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, up to six alphanumeric characters to identify a default project abbreviation code. The data available in Lookup originates from the Project User Flow screen (Projects\Maintain\Project).

If a project automatically displays in this field based on the information you entered in the RequisitionType field, you can modify this data if the Allow Project Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, an inventory abbreviation code.

This field will be hidden if the requisition type does not designate this as an inventory requisition.

If an inventory abbreviation automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data if the Allow Inventory Abbrev Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, up to 15 alphanumeric characters to designate the default account ID. The account name displays in the adjacent, non-editable field.

The data available in Lookup originates from the Accounts screen (Accounting\Maintain\Accounts).

If you entered data in the Requisition Type field and an account was associated with this requisition type, the default account will display in this field after you select the Load Req Type Default pushbutton.

If an account automatically displays in this field based on the requisition type you selected, you can modify this data if the Allow Account Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, up to six alphanumeric characters to identify a project account abbreviation. The data available in Lookup originates from the Project User Flow screen (Projects\Maintain\Project).

If an account automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data if the Allow Account Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, up to 20 alphanumeric characters to designate the default organization ID. The organization name displays in the adjacent, non-editable field.

The data available in Lookup originates from the Organization Elements screen (Accounting\Maintain\Organizations).

If you entered data in the Requisition Type field and an organization was associated with this requisition type, the default organization will display in this field, after you select the Load Req Type Default pushbutton.

If an Organization automatically displays in this field based on the Requisition Type you selected, you can modify this data if the Allow Org Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, up to six alphanumeric characters to identify the default organization abbreviation code.

If an organization automatically displays in this field based on the information you entered in the Requisition Type field, you can modify the data if the Allow Org Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, the default reference information. Reference information is established in the Accounting domain and can be used for reporting purposes.

If information automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data, if the Allow Reference Number Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter, or use Lookup to select, the default reference information. Reference information is established in the Accounting domain and can be used for reporting purposes.

If information automatically displays in this field based on the information you entered in the Requisition Type field, you can modify this data if the Allow Reference Number Changes checkbox is selected in the Purchase Requisition Types screen (Materials\Configure\Purchase Requisitions) for the requisition type you entered in this screen.

Enter up to 254 alphanumeric characters of additional information relevant to this requisition. These notes will be copied to new purchase orders created from this requisition.

Header notes can be used for special instructions to the buyer or vendor or to further define the requirements of the request.

Enter, or use Lookup to select, up to 12 alphanumeric characters to designate the vendor ID of the suggested or preferred vendor for this requisitioned item. The vendor name displays in the adjacent, non-editable field.

The data available in Lookup originates from the Vendor User Flow screen (Materials\Maintain\Vendors).

Data may default into this field based on the requisition item you select on requisition lines. This information can be overridden at the line level.

This field is editable only if the Allow Procurement Type Change at Header option is selected in the Other Rules and Defaults group box of Configure » Purchase Requisitions » Purchase Requisition Types. By default, Costpoint populates the fields with the procurement code entered in the Other Rules and Defaults section of Purchase Requisition Types settings.

Enter, or use Lookup to select, the procurement type code. The description of the procurement type displays in the adjacent, non-editable field.

 

This non-editable field displays the estimated sales tax/value-added tax amount.

This value represents the total estimated sales tax associated with all of the lines on the requisition.

This non-editable field displays the total estimated cost for all requisition lines.

This value represents the estimated total cost of the part, good, or service for all lines on the requisition.