Purchase Requisition Quick Summary & Tips (On-Line)

Purchase Requisition Create:

1) At SCREEN, type 290 and press enter.

2) Tab to SESSION STATUS, type O (letter O) for Open, and press enter. Look for SESSION IS OPEN bar across lower third of screen.

3) At SCREEN, type 291 and press enter.

4) At PR, type R0 (R-zero). Tab to VEND and type up to 11 letters of the vendor name. Press enter.

5) Verify that the correct vendor name appears in the upper right-hand corner of the screen and that CREATING A NEW DOCUMENT appears at the top of the screen.

If FRS finds multiple matches for the vendor name, screen 202 will list each vendor. Screen 202 lists up to seven vendors; press enter, if applicable, to see additional vendors that match the selection criteria. Select the correct vendor by typing the line number of that vendor at the bottom of Screen 202 (at LINE NUMBER) and press enter.

If the correct vendor does not appear, return to Screen 291 and type V9999999999 at VEND and press enter. Type the full vendor name and address in the NOTES TO PURCHASING/VENDOR section on Screen 291.

6) At PO NUMBER and CHANGE NO, type the purchase order number if this is a change to an exiting purchase order or a confirmation of an emergency purchase order. For changes to existing purchase orders, enter the number of the change order at CHANGE NO.

7) At ACCOUNT NO., type the account number and object code to be charged (no dashes). At PCT, type the percentage of the total order to be charged to this account. Percentages must add up to 100% on Screen 291. Account distribution options are listed below:

Example 1: Cost is distributed by percentage; no dollar amounts are entered (do not use percent sign):

Example 2: Cost is distributed by dollar amount and percentage (do not use dollar sign):

In this example, invoices will first be charged to 2-11555-3690 until $75 has been accumulated. All additional invoices will be charged to 2-11999-3690.

Example 3: The cost of each line item is charged to a particular account. Do not complete the account distribution information on Screen 291. Instead, type the 10-digit account number on Screen 292 or Screen 293.

8) At DELIVERY DATE, enter the desired delivery date (MMDDYY), if applicable.

9) At DELIVER TO, type the department number of the requesting department. At ATTN and PHONE, type the name and phone number of the individual to whom the order should be directed.

10) At NOTES TO PURCHASING/VENDOR, note any instructions to the Purchasing department or the vendor on the four long lines. Instructions may include name and address of vendor; a note to Purchasing that documentation will follow or that this is a request for a check-enclosed order with documentation to follow (write the requisition number on the supporting documentation and forward to Purchasing); a listing of authorized users for standing orders; or the vendor’s FAX number (with area code).

Standard text codes may be entered on the three short lines next to NOTES TO PURCHASING/ VENDOR. A listing of these codes is available by typing 29N at the Screen field. Note: Press enter before going to Screen 29N. Locate the applicable text codes on Screen 29N, then return to Screen 291, tab to the short lines next to COMMENTS TO PURCHASING/VENDOR, and type up to three standard text codes. Press enter.

Use Screen 204 to see if there is a FAX number stored in FRS for this vendor. Note: Press enter before going to Screen 204. The FAX number field is located on the left-hand side of the screen. If the field is blank, or the FAX number for this order is different from that listed on Screen 204, return to Schreen 291, tab to the long lines below NOTES TO PURCHASING/VENDOR, and type the FAX number (with area code). Press enter.

11) At Screen 292 or 293 enter the individual items to be ordered. Screen 292 provides for a single item with a long description while Screen 293 allows entry of three items with brief descriptions. At the Screen field, type 292 or 293 and press enter.

12) At QUANTITY, enter the quantity of the item ordered (with decimal point).

13) At Unit of Measure (UOM), enter the abbreviation for the unit of measure of the item ordered. With the cursor at the UOM field, press the PF2 key (the “/” above the “8” on the numeric key pad) to view a listing of valid units of measure. Press the PF4 key (the “-” on the numeric key pad) to return the UOM field.

14) At UNIT PRICE, enter the price of a single unit of the item (with decimal point).

15) At LINE CODE, enter D (Delete line item entered in error), N (No charge--leave UNIT PRICE BLANK), or T (Text line only --leave QUANTITY, UOM, and UNIT PRICE blank), if applicable.

16) At DESCRIPTION, enter the full description ofthe item ordered.

17) At ACCOUNT NO., enter the account number to be charged if the account number was not entered on Screen 291. Press enter.

18) If more lines are needed, type Y at MORE LINES (Y/N), and press enter.

19) After all line items are entered, go to Screen 294 by either typing N in MORE LINES (Y/N) or 294 at the Screen field. Press enter. Verify that DOCUMENT HAS BEEN ACCEPTED message appears at the bottom of the screen.

Purchase Requisition Approval:

1) At SCREEN, type 295 and press enter. A list of documents awaiting approval will appear.

2) At SELECT LINE NO., type the line number that corresponds to the requisition to be reviewed and press enter.

3) Screen 297, Requisition Summary, appears. At APPROVAL (Y/N), type Y to approve the document or N to deny the document. Press enter and screen 295 will re-appear. Repeat until all requisitions are approved.

4) Screen 297 lists only the first three line items of a requisition. To obtain a quick summary of all line items, go to Screen 299.

Purchase Requisition Inquiry:

1) To check the status of a requisition, type 296 at SCREEN and press enter. At PR, type the requisition number and press enter. When all approvals are entered, and Purchasing has transferred the requisition to a purchase order, the STATUS line at the top of the screen will change from “Requisition has not been approved” to “Requisition has been transferred to PXXXXXX on MM/DD/YY.”

On-Line Purchase Requisition Tips

1) Press enter in on-line help (the PF2 key labeled “/” above the “8” on the numeric key pad) or at Screen 299 to see the next “page” of information.

2) Open a session at Screen 290 with the letter “O”, not the number “zero.”

3) During June and early July, enter the Fiscal Year during which the goods will be received at the FISCAL YEAR field on Screen 290.

4) At Screen 291, type R0 (R-zero) and the vendor name, and press enter. The vendor name either appears in the upper right-hand corner of the screen, or you must select the appropriate vendor.

If the correct vendor does not appear, broaden the search by typing less than the full vendor name in the VEND field. Vendor names generally do not include punctuation, except for apostrophes. Organizations may be searched by the acronym. Vendors that include an individual's name should be searched by the last name.

Do not proceed until the message CREATING A NEW DOCUMENT appears at the top of the screen.

5) If one or more fields are highlighted after you press enter, these errors must be resolved before proceeding to the next screen.

6) Screen 29N lists the Standard Text Codes that may be used in the NOTES TO PURCHASING/VENDOR section on Screen 291.

7) Documentation must be provided with the requisition for check-enclosed orders. Write the PR number on the document (e.g., order form, invoice, contract) and forward it to Purchasing. Type in NOTES TO PURCHASING/VENDOR that documentation will follow.

8) Do not use dashes when typing account numbers or the telephone number. Use decimal points in the PCT field on Screen 291 and in the QUANTITY and UNIT PRICE fields on Screens 292 and 293.

9) The F12 key moves the cursor to the beginning of the previous field. Pressing the F12 key when the cursor is at the SCREEN field on Screen 292 or 293 will position the cursor at MORE LINES (Y/N).

10) To increase or decrease an existing purchase order, follow directions outlined above to generate a new PR number and complete required fields. At PO NUMBER, enter the purchase order to be modified and at CHANGE NO., enter the number of the change order. On Screen 292, enter the QUANTITY as “1.” and the UOM as “EA”. To increase an order, type the change amount at UNIT PRICE. To decrease an order, leave the UNIT PRICE blank and type N at LINE CODE. At DESCRIPTION, list the original amount of the purchase order, each change prior to this change, this change, and the new total.

11) Go to Screen 294 as the last step in creating a requisition. If another line item is added to the requisition, or a dollar amount or account number are changed, go to Screen 294 again.

12) Track the status of requisitions on Screen 296. It is necessary to know the purchase requisition number, so keep a log of the PR numbers or print Screen 297. When Purchasing has created a purchase order, the purchase order number will appear on Screens 296 and 297.

13) All individuals appearing as approvers on Screen 296 receive an automated e-mail message notifying them of requisitions awaiting approval.

14) Typing an N at the APPROVAL (Y/N) field on Screen 297 does not cancel a requisition. A requisition must be canceled on Screen 298, by typing a Y at the CANCEL REQUISITION field.

15) Go to the Requisition Processing Menu by typing 29M at the SCREEN field.

16) To close an on-line requisitioning session, type 290 at the SCREEN field and press enter. Tab to SESSION STATUS, type C (for Close) and press enter.