Use this screen to approve requisition lines. If approved, authorized users, such as buyers and Purchasing Managers, can generate these requisition lines into purchase orders.
You can also use this screen to reject requisition lines. A requisition line rejection may occur for various reasons and will trigger suspension of the approval process for that requisition line. The requisitioner, in this circumstance, must modify the requisition line and resubmit it for approval.
Use of this screen is contingent upon your company's business practice coupled with the designations of existing control parameters. For example, after you enter requisitions, the actual request for the product, good, or service might have to be submitted for approval, based on your setup in the Requisition Settings screen (Administration\Configure\Materials). If you have established an approval process, designated personnel within your company must authorize the item purchase, thus approving the requisition.
If your company's existing business practice dictates that an approval process is required and the Line radio button in the Requisition Settings screen (Administration\Configure\Materials) is selected, you must access this application in order to approve requisition lines. The selection of the Requisition radio button requires that you approve requisitions in the Approve Purchase Requisitions screen (Materials\Transactions\Purchase Requisitions); in this circumstance, this screen will be unavailable.
Only "Pending" requisition lines will display in this screen. In addition, only requisition lines requiring approval, based on the ID of the users who access this screen, will be available for review in this application. Users can only access requisition lines intended for their consideration.
The approval titles and approval processes you established in the Purchase Requisition Approval Titles and Purchase Requisition Approval Processes screens (Materials\Configure\Purchase Requisitions) further dictate which users are authorized to modify data in this application. The ID of the user approving the requisition must have been assigned to an approval title in the Requisition Approval Titles screen (Materials\Configure\Purchase Requisitions). You can assign multiple user IDs to one approval title. Each of these users can approve the requisition line, as long as the user's minimum and maximum dollar limits are satisfied; in addition, you can assign multiple approval titles to one approval process. Therefore, one approval process may require approval by many users. Based on the user ID, some fields in this screen will be editable for some users and non-editable for others.
This screen displays five subtasks, each allowing you to add/or view additional requisition detail:
Use the Approval Process subtask to add or view approval status information.
Use the Exchange Rates subtask to view exchange rate information.
Use the Currency Line subtask to view requisition line costs.
Use the QC Line Text subtask to view quality control settings.
Use the Accounts subtask to view charge detail specific to projects, accounts, and organizations.
You must initialize the Requisition Settings screen (Administration\Configure\Materials) along with the Requisition Approval Titles and the Requisition Approval Processes screens (Materials\Configure\Purchase Requisitions) before processing data in this application.
If it is your company's established business practice or business policy to approve requisitions at the "Line" level - as evidenced by your configuration parameters in the Requisition Settings screen (Administration\Configure\Materials) - this screen will be available.
This non-editable field displays the requisition ID selected for approval.
The requisition ID is a unique alphanumeric combination used to identify the requisition.
This alphanumeric combination is used throughout Costpoint to reference the requisition.
Req Rev *
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.
This non-editable field displays the employee ID of the requisitioner. The employee name displays in the adjacent, non-editable field.
This non-editable field displays the date the requisition line was created.
This non-editable field displays the organization ID of the requisitioner.
This non-editable field displays the telephone number of the requisitioner.
This non-editable field displays the telephone extension of the requisitioner.
This non-editable field displays the over-budget status.
"Yes" displays in this field if you selected the Over Budget Validation checkbox in the Requisition Settings screen (Administration\Configure\Materials).
In this case, the Calculate Over-Budget Transactions process (Projects\Process\Encumbrance Tracking) must be executed before the requisition can be approved.
"No" displays in this non-editable field if you did not select the Over Budget Validation checkbox. The requisition can be approved if it is not over-budget.
"Released" displays in this non-editable field if you have executed the Calculate Over-Budget Process (Project\Process\Encumbrance Tracking), and the requisition can now be considered for approval.
This non-editable field displays the system-assigned requisition line number.
This non-editable field displays the line type.
Line types include "P" (Part), "G" (Good), "S" (Service), or "M" (Miscellaneous).
This non-editable field displays the approval code that was assigned to the requisition line during the approval process.
The system-defined codes are "P" (Pending), "A" (Approved), and "R" (Rejected).
This non-editable field displays the sequence number for this priority within this approval process.
For example, sequence "01" might represent the highest priority, while sequence "02" might represent the next priority in the approval path.
If approval titles share the same sequence number, the system will allow users assigned to each approval process to view and approve the requisition concurrently.
If an approval title has a lower sequence number than another approval title in the same approval process, the first approval title's users must approve the requisition before the second approval title's users can approve or reject the requisition.
This non-editable field displays the approval title.
"President," "VP of Finance," "Dpt Mgr," and "Prog Mgr" represent approval titles, for example.
This non-editable displays "Y," if the user accessing this screen is the "preferred approver."
If the user is not the "preferred approver," an "N" will display in this field.
The system validates this status to ensure the user ID is one of an authorized approver.
Use the drop-down box to make a selection. The system-assigned options are "Approved," "Rejected," and "Pending."
A - Approved. This requisition line has been approved. It can be generated into a purchase order once all required approval titles have given their approval.
R - Rejected. The requisition line has been rejected during the approval process and can be corrected and resubmitted.
P - Pending. This requisition line is pending approval and cannot be generated into a purchase order.
Use the drop-down box to make a selection. Your choices are "Approved," "Rejected," and "Pending."
A - Approved. This status indicates the requisition has been approved and can be processed into a purchase order in the Requisition Processing or Create Purchase Orders screen (Materials\Transactions\Purchase Requisitions). You cannot modify requisitions with this status in this screen.
R- Rejected. This status indicates 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.
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.
Enter, or use Lookup to select, the employee ID.
This non-editable field displays the system-assigned date the approval status was assigned or changed.
If you have assigned an approval status of "Rejected," you must enter, or use Lookup to select, a rejection reason in this field for the requisition line.
You defined these codes in the Purchase Requisition Rejection Reasons screen (Materials\Configure\Purchase Requisitions).
This non-editable field displays the item ID from the requisition line.
This non-editable field displays the item revision from the requisition line.
This non-editable field displays the item description from the requisition line.
This non-editable field displays the miscellaneous line charge type code from the requisition line.
This non-editable field displays notes that were entered by the requisitioner on this requisition line.
This non-editable field displays internal notes entered by the requisitioner on the requisition line.
This non-editable field displays the requisition units of measure from the requisition line.
This non-editable field displays the requisitioned quantity from the requisition line.
This non-editable field displays the total estimated amount from the requisition line.
Enter, or use Lookup to select, the inventory abbreviation code.
This non-editable field displays the overship value from the requisition line.
This non-editable field displays "Y" (Yes) or "N" (No) and represents the QC (Quality Control) inspection required value from the requisition line.
This option indicates whether or not a quality control inspection is required upon receipt of the requisitioned item.
This non-editable field displays "Y" (Yes) or "N" (No), and represents the source inspection required value from the requisition line.
A source inspection normally requires the vendor to obtain approval from a government inspector before shipping any material.
This non-editable field displays "Y" (Yes) or "N" (No), and represents the Certificate of Conformance required value from the requisition line.
This certificate is a legal document issued by the vendor, which certifies that the material conforms to certain specifications and requirements.
This non-editable field displays the preferred vendor ID from the requisition line.
This non-editable field displays the preferred vendor name from the requisition line.
This non-editable field displays the transaction currency code that is specified for the requisition line item in the Exchange Rates subtask.
All amounts on this screen will be in terms of this currency.
Enter notes relating to the approval or rejection process for the requisition line.
This non-editable field displays the estimated net unit cost from the requisition line.
This non-editable field displays the line charge amount for the requisition line.
This non-editable field displays the sales tax/value added tax.
This amount represents the applicable sales tax/value added tax against this item.
This non-editable field displays the requisition line extended amount for the requisition line.
This value represents the Requisitioned Quantity multiplied by the Est Unit Cost for this line item.
This non-editable field displays the estimated cost type for the requisition line.
This non-editable field displays the manufacturer part ID for the requisition line.
This non-editable field displays the manufacturer part revision number for the requisition line.
This non-editable field displays the vendor part ID for the requisition line.
This non-editable field displays the vendor part revision number for the requisition line.
Click on this link to open the Approval Process subtask, where you can add or view the approval process for this requisition line.
Click on this link to open the Exchange Rates subtask, where you can view transaction currency, rate groups, and exchange rates for the requisition line. This option will be unavailable if you do not have access to Costpoint Multicurrency.
Click on this link to open the Currency Line subtask, where you can view requisition line amounts in both transaction and functional currencies. This option will be unavailable if you do not have access to Costpoint Multicurrency.
Click on this link to open the QC Line Text subtask, where you can view quality control data for this requisition line.
Click on this link to open the Accounts subtask, where you can view requisition line charge detail specific to project, accounts, and/or organizations.
* A red asterisk denotes a required field.
Changes to this screen update the RQ_APPRVL_PROC (Requisition Approval Process) and S_RQ_STATUS (Requisition Status) tables.