Manage Simple Purchase Requisitions

Use this screen to enter and/or edit purchase requisitions.

You can enter requisitions on this screen as well as the Manage Purchase Requisitions application. This screen, however, represents an abbreviated version of the Manage Purchase Requisitions screen, allowing you to enter core requisition information with quickness and ease. This screen is not as robust and layered as the Manage Purchase Requisitions screen and, therefore, facilitates the requisition entry process.

This screen works in conjunction with the Manage Purchase Requisition Types application. 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 Manage Purchase Requisition Types screen allows you to define requisition types and associate them with default data, such as charge detail and item information. The default data that you designate on the Manage Purchase Requisition Types screen automatically populates the corresponding fields in the Manage Simple Purchase Requisitions application after you enter data in the Requisition Type field and click the Load Req Type Default button; in addition, these fields may populate after you press the TAB key to move to the next field from the Requisition Type field, if your Costpoint validation frequency is set to "field." If you do not enter data in the Requisition Type field but you have defined a default requisition type, its record information will populate the corresponding fields after you click the Load Req Type Default button. The automatic display of default data reduces data entry and promotes application ease of use.

This screen allows you to enter specific information about the requested item in hopes of obtaining authorization to purchase the item and ultimately generate a purchase order. You can establish the buyer and vendor details, specify shipment and delivery information, and indicate the item costs and sales tax information. You can also charge the requisition against various projects, accounts, and organizations.

After you enter requisitions on this screen, the actual request for the part, good, or service may need to be submitted for approval contingent upon your company's setup on the Configure Purchase Requisition Settings screen. If you have established an approval process, designated personnel within your company must authorize the purchase. Next, an assigned buyer may contact potential vendors and secure quotes. In some cases, a preferred or suggested vendor has been predetermined by the requisitioner. In this circumstance, the buyer has the option of contacting the preferred vendor to obtain cost information. If the requisition is approved, it is processed and a purchase order is created and sent to the vendor, thus authorizing shipment and delivery of the requested item.

Creating a requisition is the first step in attempting to acquire requested items.

This screen utilizes a number of Costpoint web functions, such as Query, Lookup, and Print Options. Although the purpose of some of these functions is addressed on this screen, you can access the Getting Started Help for a summary of these features. You can access the Getting Started when you click Help from the menu.

Note:

There are many references to "Costpoint Validation Frequency" on this screen. This reference involves the process by which Costpoint examines or evaluates data. As you enter information throughout the Costpoint applications, your entries may be evaluated or validated immediately after you press the TAB key to exit a field, immediately after you enter a record, or immediately after you save the application information. You can determine the settings of this validation frequency at the Costpoint login page. There are three validation frequencies: Field, Application, and Record. Again, your selection determines how and when the information you enter on each screen is validated.

You can use this screen to enter new requisitions and/or modify requisitions that have not been submitted for approval; in addition, you can use this screen to resubmit requisitions previously rejected during the approval process.

You must first establish records on the Manage Purchase Requisition Types screen before you enter information on this screen.