Enter Request allows you to enter Purchasing Management Requisitions.
This Section Includes:
Click the Search icon or the (not set) link to display the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the vendor for which you are creating the Requisition and click the Select button. Any Terms for that vendor are displayed by the address. Alternately, click the Close link to return to the previous page without selecting a vendor.
NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of vendors by searching for just a comma. Results default to Accounts Payable, select All Applications from the drop-down list to view all names.
The header section of a request has the following fields.
•Vendor: Select the vendor using the Search icon.
•Ship To: (optional) If the Ship To address is different than your Company address in General Ledger you can click the Search icon to specify a different vendor.
•Email: Enter the email address for the Vendor in the Email field. This field is automatically populated if the vendor has an email address on their record. This is the email address that Purchasing Management notifies if the option Email Approved or Rejected is selected in Company Information (More Information).
•Type: Select the type of Requisition you want to create: Purchase Order or Check Request. Defaults to the setting last chosen.
•Status: Select Unapproved or Voided.
•Approval Path: Select the Approval Path you wish to use for the Requisition (this is a required field).
Users may only select an Approval Path for which they have rights unless they have the Approval Override permission, which also allows a user to use any Approval Path. Users selected as Admin within Security Setup can also select any Approval Path.
•Requisition #: Enter the Requisition # used to request the Purchase Order or Check Request or leave blank to have the system assign the next available number.
•Purchase Order #: The Purchase Order / Check Request # field can be left blank. When left blank, the system assigns the next available number after the Requisition has received final approval. Alternately, you can manually assign a Purchase Order or Check Request number.
•Purchase Order Date: Enter the Purchase Order Date. (It defaults to todays date.)
•Issued To: This is normally the person requesting the purchase order if it is different from the Agent.
•Agent: This is normally the person making the purchase.
•Shipping: Enter the shipping method.
•Date Requested: Select the date that the request was made.
The fields for Tax, Freight, and Other are available if the option to Record Tax, Freight, and Other Charges is selected in Accounts Payable Company Information (More Information).
Any amounts input into the Tax, Freight, and Other fields are not added to the Requisition total. Instead, the amounts are divided evenly between detail lines when the approved Purchase Order is linked to an Accounts Payable invoice.
Select the Period and then enter in your level information according to your account structure. Enter the Account and a Description for the line. You can also select a Project. Enter in the Qty (quantity) and select the Unit before entering in the Unit Price.
NOTE: Click the icon or press "s" in any field with the Search icon to display a Search window. Use the filter at the top to narrow down your selection. In the Account Search window you can also specify the Account Type in a drop-down list. You can then double-click the item you want to select or click the item and click the Select button. Click the Close link to return to the Update page without making a selection.
The Qty, Unit, and Unit Price fields only display if the option to Include Quantity on Purchase Orders is selected in Company Information. The Unit field refers to 'Unit of Measure' and you can set up new options for this in Control Table Information (More Information).
The Amount is calculated by the system by multiplying the Qty by the Unit Price. If part of the Requisition has already been applied to an invoice you can put that amount in the Applied field which reduces the Outstanding amount. You can also mark the line as Closed.
Any detail lines marked as Closed are part of the Requisition total but is not available in Accounts Payable.
The Remaining Budget is displayed underneath the line. If the requisition places you over budget for that account, the budget amounts are shown in red. The Amount field also displays a red background if the amount places you over budget for the selected account.
“YTD” is calculated by subtracting Actual YTD from Budget YTD, and “Annual” is calculated by subtracting Actual Annual from Budget Annual.
Click the Add New Line icon or Add New Line to add another detail line if desired. As many detail lines as needed can be added in this fashion. You can also enter a number between 1-99 on the right and click the Add New Lines icon to add multiple lines at once (e.g., Add 10 New Lines).
Enter any Custom Label lines for the Purchase Order. These can be used on a custom form and are set up within Company Information (More Information).
The Approvals tab appears and lists each user in the Approvals Path after selecting from the Approval Path drop-down. If the user entering the request is not in the Approval Path, then that user is automatically added to the top of the Approval Path.
NOTE: If the amount of the request is less than the automatic approval limit for a user, then that user does not appear on the Approvals tab.
The following columns display for each user in the Approval Path:
•Approval Needed By: Displays the names of the users in the Approval Path listed in the order of the Approval Path.
•Approved?: Check this box to indicate that the user approves this request.
•Rejected?: Check this box to indicate that the user does NOT approve of this request.
•Reason: Enter a reason why this request was not approved. (Only active after clicking the "Rejected?" check box.)
•Hold?: Check this box to put the request on hold.
•Reason: Enter a reason why this request was put on hold. (Only active after clicking the "Hold?" check box.)
•Approval Updated By: Displays the date and time the Requisition approval was updated.
The Approved? check box works in conjunction with the Submit for Approval? check box at the bottom of the page.
•If you check the Approved? check box, then the Submit for Approval? is hidden (and automatically checked).
•If you check the Submit for Approval? check box, then the Approved? check box is automatically checked for the first user in the Approval Path.
The Submit for Approval? check box initiates the approval process. After checking the Submit for Approval? check box and clicking either the Apply or Update button, the approval process begins and emails are sent according to the Email Information options selected on your Company Information page.
How to enter a Request without starting the Approval Process:
If you have a request that is not ready to submit for approval but you want to enter all or part of it now and begin the approval process at a later date, then DO NOT check the Approved? or the Submit for Approval? check boxes. Checking either one of these check boxes, starts the approval process.
The Approval Process
If the user who creates the Requisition is not in the selected Approval Path, they are listed first on the Approvals tab. They must select to approve their own requisition before the process moves forward. If, however, the user is already in the Approval Path, they are not added to the top of the list.
When a user first creates a Requisition (and approves it, if listed first), the system sends the first user in the Approval Path an email. This email notifies that user that they need to approve or reject the Requisition. The one exception is that if the Email All Approvers when Requisition is created option is selected in Company Information then all users in the Approval Path are notified immediately when a Requisition is created. If the Requisition is rejected, the process is over and (if the Email Approved or Rejected option is selected in Company Information) the original creator of the Requisition is notified. If the Requisition is approved, then the next person (if any) in the Approval Path is notified (if the Email Next Approval option is selected in Company Information). Click here for more information on the email approval process. Once the last user in the Approval Path approves the Requisition, it becomes a Purchase Order or Check Request and the system emails the person who created it to inform them that their request was approved (if the Email Approved or Rejected option is selected in Company Information).
Individuals with more authority on the Approval Path can skip subordinate users in the Approval Path by selecting the Approved check box by the other users. Users who have the Purchase Order Approval Override permission can approve any Requisition for which they are an Allowed User (based on the selected Approval Path). Users selected as Admin within Security Setup can approve or reject any Requisition.
If you are the final approval on an Approval Path, have the Purchase Order Approval Override permission, or are an Admin user, you can remove approval from a previously approved Purchase Order or Check Request. To do this, go to the Approvals tab and remove the checkmark(s) from the Approved column.
If a user is in the Approval path, they can also change the Status of the Requisition to Voided if it is currently Unapproved.
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Attachments added to a Purchase Order are added to any Accounts Payable invoice to which that Purchase Order is applied.
Enter a note in the field provided if you wish.
When finished click the Apply button to save the Request and start entering a new Requisition, the Update button to save changes to the Requisition and return to the Requests page, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Requests page without saving your changes.