Use this screen to approve requisitions. If approved, authorized users, such as buyers and Purchasing Managers, can generate these requisitions into purchase orders.
You can also use this screen to reject requisitions. A requisition rejection may occur for various reasons and will trigger suspension of the approval process for that requisition. The requisitioner, in this circumstance, must modify the requisition 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 Requisition radio button in the Requisition Settings screen (Administration\Configure\Materials) is selected, you must access this application in order to approve requisitions. The selection of the Line radio button requires that you approve requisitions in the Approve Purchase Requisition Lines screen (Materials\Transactions\Purchase Requisitions); in this circumstance, this screen will be unavailable.
Only "Pending" requisitions will display in this screen. In addition, only requisitions 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 requisitions 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 user IDs can approve the requisition, 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 Approvals subtask to add or edit approval status information.
Use the Accounts subtask to view charge detail specific to projects, accounts, and organizations.
Use the Exchange Rates subtask to view exchange rate information.
Use the Totals subtask to view requisition costs.
Use the Currency subtask to view transaction and functional currency information.
Use the QC Line Text subtask to edit or view quality control settings.
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 "Requisition" 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.
This non-editable field tracks the number of times the requisition status shifts from "R" (Rejected) to "P" (Pending).
When a requisition 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 approval title for the approval sequence number assigned for this requisition.
You established these codes in the Purchase Requisition Approval Titles screen (Materials\Configure\Purchase Requisitions).
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 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 approval code that was assigned to the requisition 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 checkbox will be selected if the person who opens this screen (as indicated by the user ID) is the preferred approver for this requisition.
Use the drop-down box to make a selection. Your choices are "Pending," "Approved," and "Rejected."
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.
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.
This non-editable field displays the system-assigned date the approval status was assigned or changed.
This non-editable field displays a rejection reason, if "Rejected" displays in the Status field.
If you have rejected the requisition, you must enter, or use Lookup to select, a rejection reason code.
The data available in the Lookup originates from the Purchase Requisition Rejection Reasons screen (Materials\Configure\Purchase Requisitions).
This non-editable field displays the ID of the employee assigned to the approval title action.
The employee name displays in the adjacent, non-editable field.
This non-editable field displays the date the requisition was created.
This non-editable field displays the transaction currency code you specified for the requisition in the Exchange Rates subtask.
All dollar amounts noted on this screen will be calculated or processed in terms of this currency.
This non-editable field displays the over-budget status.
"Yes" displays in this non-editable field if you selected the Over Budget Validation checkbox in the Requisition Settings screen (Administration\Configure\Materials).
In this case, you must execute the Calculate Over-Budget Transactions (Projects\Process\Encumbrance Tracking) process 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 (Projects\Process\Encumbrance Tracking), and the requisition can now be considered for approval.
This non-editable field displays the total amount of the selected requisition.
This non-editable field displays requisition header notes.
Enter up to 254 characters to explain the requisition rejection or 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 ID of the requisition line item.
This non-editable field displays the item revision number.
The revision number represents engineering or design modifications for the part selected.
This non-editable field displays the item description.
This non-editable field displays the miscellaneous line charge type code from the requisition line.
This non-editable field displays the requisition line notes.
This non-editable field displays the requisitioner notes entered on the requisition.
This non-editable field displays the units of measure code for the requisitioned quantity on this line.
This non-editable field displays the requisition quantity.
This non-editable field displays the estimated unit cost from the requisition line.
This non-editable field displays the requisition estimated cost type code.
This non-editable field displays the requisition estimated extended amount.
This non-editable field displays the sum total of all line charges entered for this requisition line.
This non-editable field displays the sum total of sales tax/VAT.
This non-editable field displays the sum of the values in the Est Ext Amt, Est Ln Charges, and the Est Sales Tax/VAT Amt fields.
This non-editable field displays the date the item is needed by the requisitioner.
This non-editable field displays the inventory abbreviation for which this item is being requisitioned.
This non-editable field displays warehouse ID which indicates the location this inventory part will be delivered.
This field will be hidden if you did not purchase the Inventory module.
This non-editable field displays the name or location which identifies the place the requisitioned item will be delivered.
This non-editable field displays the order reference information for the requisition line.
This non-editable field displays the overshipment indicator.
If this field displays "Y," overshipments of this requisitioned item are allowed on the purchase order.
If this field displays "N," overshipments are not allowed.
This non-editable field displays the receipt tolerance value from the requisition line.
"0%" indicates there is no overshipment allowed; therefore, a zero percentage will restrict the overship amount or quantity.
This non-editable field displays the quality control inspection information.
The data in this field indicates whether or not a quality control inspection is required upon receipt of the requisitioned item.
This non-editable field displays the source inspection information.
The data in this field 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.
This non-editable field displays the Certificate of Conformance information.
The data in this field 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.
This non-editable field displays the ship ID which indicates where this requisitioned item is to be delivered.
This non-editable field displays the ID of the preferred vendor for this requisitioned item.
This non-editable field displays the preferred vendor name.
This non-editable field displays the sales tax/VAT rate for the sales tax/VAT code that is assigned to the ship ID.
This non-editable field displays the manufacturer part number.
This non-editable field displays the manufacturer part revision number.
This non-editable field displays the vendor part number assigned to this requisition line, if applicable.
This non-editable field displays the vendor part revision number of the item being requisitioned.
The system will load the vendor revision based on this vendor part.
Click on this link to open the Approvals subtask, where you can add or view information about the approval process and status of the requisition.
Click on this link to open the Accounts subtask, where you can view line charges associated with specific project/account/organization combinations.
Click on this link to open the Exchange Rates subtask, where you can view exchange rate information.
Click on this link to open the Totals subtask, where you can view line charges and sales tax information.
Click on this link to open the Currency subtask, where you can view transaction and functional currency information.
Click on this link to open the QC Line Text subtask, where you can edit or view quality control settings and requisition standard text codes assignments.
Changes in this screen update the RQ_APPRVL_PROC (Requisition Approval Process) and S_RQ_STATUS (Requisition Approval Status) tables.