FREQUENTLY ASKED QUESTIONS REGARDING REQUISITIONS

I get to Screen 294 and it contains no information. What's the problem?

If no requisition information appears on Screen 294, there was a problem on Screen 291 which was not rectified. Remember, when enter is pressed, the cursor should always return to the SCREEN field in the upper left-hand corner of any screen. If it does not, an error message at the top of the screen or highlighted fields indicate that problems exist with the screen which must be corrected before proceeding. Information will not be accepted by the system until all error messages have been cleared.

Common errors:

A session was not opened on Screen 290. After entering the letter O in session status, be sure and press enter. A message confirming that the session is open will appear on the screen.

Both a percent and an amount were indicated against the same account on Screen 291. Only one or the other is appropriate against the same account.

Only an amount was indicated for the account distribution. A total of 100% must be entered against one or more accounts so that the system knows which account number to charge if invoices exceed identified dollar amounts. The system will charge up to the specified dollar amount first, and then charge according to percentages.

I get an error message when I try to input the account number on Screen 292/293. What's the problem?

Account distribution is indicated on either Screen 291 (by percent or dollar amount) or Screen 292/293 (by item), not both. If the account distribution is indicated on Screen 291, Screen 292/293 should be left blank, and vice versa. A problem may also occur if you do not have access to the account or the object code is not valid for requisitioning.

I didn't write down the requisition number. How can I find it?

All requisitions that have been accepted on Screen 294 are encumbered. Screens 20 and 21 identify all encumbrances against an account including requisitions. Screen 21 identifies all encumbrances within a specified account number. Screen 20 identifies all encumbrances for a specific object code within a specified account number.

My requisition total is way too low. What happened?

You probably forgot the decimal point on the quantity of an item. When no decimal point is included, the system assumes hundredths (i.e., 1 becomes .01). Go back to Screen 292 or 293, change the quantity to include a decimal point and press enter. When all items have been corrected, go to Screen 294 to verify the new requisition total and that the requisition has been accepted.

I entered some requisitions earlier today and tried to re-open my batch later. The screen locked up and refused to move. What's the problem?

You probably did not sign off of FRS and log out of VMS properly. When you want to leave FRS, do not close your window or file exit until you have signed off and logged out.

To sign off of FRS: Type SO at SCREEN and press enter.

To log off of VMS: Type LO at the SVA> prompt and press enter.

Now you can close the window or exit the file.

I want to place an order to a Saint Louis University Hospital department but it is not on the vendor listing. What do I do?

If a specific SLUH department does not appear on the vendor listing, use the main SLUH vendor (V0000637200).

I'm trying to create a new requisition. There is a requisition and vendor number but R0 and today's date do not appear next to Req Type/Date on Screen 291. What do I do?

Generate a new requisition number. Go to the PR field, clear the old number, type R0 (R-zero) and press enter. This will give you a new requisition number and fix the req type/date problem.

I know I opened my session, but the confirming message does not appear. Why not?

Make sure you press enter when you are opening or closing a session. The cursor returns to the SCREEN field so it is easy to miss this critical step.

I typed all of the information on Screen 291, pressed enter, and everything I just typed went away. Help!!

There are two possibilities:

1. A requisition and vendor number must be obtained before the remaining information on Screen 291 can be entered. After entering R0 and the vendor name, press enter; then enter the remaining information on the screen.
   
2. After obtaining a requisition and vendor number, R0 and today's date must appear in the req type/date field. If not, give it a new requisition number. Go to the PR field, clear the old number, type R0 (R-zero) and press enter. This will give you a new requisition number and correct the problem.

What quantity and unit of measure should I use for standing orders?

Use an unit of measure of EA (each) and a quantity of 1. Enter the change amount of the standing order in the unit price field.

I entered the dollar amount to be charged to the account number on Screen 291 and there is an error message. I tried entering a percent and dollar amount against the account but that didn't work either. What's the problem?

The amount field should be used only if the requisition total is to be charged to multiple accounts. A dollar amount indicates the maximum amount which should be charged to the specified account. A total of 100% must also be entered against one or more accounts so that the system knows which account number to charge if invoices exceed this dollar amount. The system will charge up to the specified dollar amount first, and then charge according to percentages.

I used object code 3730 on the requisition and it gave me an error message that it was an invalid object code and account number. How do I fix this?

Object codes in the 3700 series are assigned to University service departments and can be used only on internal IDO transfers. Review the appropriate listing for a more suitable object code (Object Codes - University or Object Codes - UMG).

The account number I want to charge on the requisition will not work. Why?

You must have access to the account that is to be charged on the requisition. To request access, complete a FRS Database/Screen Access Request form and forward to the HSC Finance Office or Financial Services.

Also, an account must be coded to accept on-line requisitions. For various reasons, requisitions have been prohibited against some accounts. To inquire about the requisition coding status of an account, call the HSC Finance Office or Financial Services.

I cannot locate the correct vendor I want on the vendor search screen, or I found the right vendor but the address was incorrect. How do I let Purchasing know the correct vendor name and/or address?

In the vendor field on Screen 291, enter V9999999999 and press enter. In the upper right-hand corner where the vendor name and address normally appears, it will state "New Vendor - Purchasing to create New Vendor". Enter the correct vendor name and address in the comments section in the lower left-hand corner of the screen. This will notify the Purchasing Department to create the new vendor so that it will be available in the future.

I need my Purchase Order number to call in an order. When will it be available?

The purchase order number will be available after all approvals have been given and the requisition has been processed by the Purchasing Department. The processing time for requisitions has been drastically improved from the manual system because the requisition is immediately transferred from one approval level to the next, the required approvers are reminded multiple times a day when requisitions are waiting for their approval, and data entry of the requisition by the Purchasing Department has been eliminated. When the requisition has been transferred to a purchase order, the Purchase Order number is immediately available on Screen 291. The progress of the purchase requisition in the approval process may be tracked on Screen 296.

I am approving a requisition but I want to delete an item. Do I have to send the requisition back to the person who created it?

No. Just go to the item to be deleted on Screen 292 or 293, enter a D in LINE CODE and press enter. Then go to Screen 294 to re-calculate the requisition total and verify that the document has been accepted.

Yesterday, I made some changes to a requisition but today they are not there. Where did they go?

After modifying a requisition you must go to Screen 294 to submit the changes and re-calculate the requisition total. If the document has been accepted the requisition will be modified and re-routed for approvals.

If I modify a requisition, does it have to be re-approved?

Yes, whenever you modify any information on a requisition that effects the account number and requisition total in any way, all approvals are negated and the document is re-routed to the first level of approval. Changing a description or comment, however, will not require re-approval.

I cancelled my requisition on Screen 298 but now I want to re-submit it. How do I reverse the cancellation?

A new requisition must be created.

My department has moved and I need to change the delivery address assigned to my department code. Who should I contact?

Contact Financial Services

There appears to be more approval requirements than I can see on Screen 296. How can I see page 2?

Press enter to scroll through multiple pages of approval requirements.

There are quite a few individuals identified as approvers on Screen 296. Do they all actually have to review and approve the requisition?

A requisition must be approved by one approver at each level of approval. If the same approval level appears in the second column on Screen 296, only one of the individuals identified for that approval level must approve the requisition.