Purchase Requisition System Parameters

The Purchase Requisition System Parameters provides a series of options available for requisitions.

Automatic Requisition Numbering

• Enter Y to use automatic requisition numbering in the Requisition Add and Copy programs. Selecting Enter at the requisition number field to display the word 'automatic'. Once the entry is complete, the requisition number assigned will be displayed.

• Enter N to manually enter the requisition number or F to force the use of automatic numbering only.

Use ATS Location Database

• Enter Y to use the atrieveTendering Location Database for entering the location field on the requisition screens. 

• Enter N to use the Vendor File for entering the location field on the requisition screens.

Default Location

• If Y was entered in the field above, enter an atrieveTendering location to be displayed as the default location.

• If N was entered in the field above, enter a vendor number to display as the default location

Date Required Terms

• Enter the number of days to add to the date entered in the requisition programs to be the default for the date required

G/L Account Mandatory

• Enter Y if the GL account on the requisitions is mandatory. The account numbers entered will be verified against the atrieveFinance Chart of Accounts for the current year defined in the atrieveFinance Master Profile.

• Enter N if the GL account is not mandatory. This gives the entry clerk the ability to enter or not enter account numbers. The account number will be required to convert the requisition to a Purchase Order.

Requisition Budget Checking

• Enter Y if the budgets are to be checked on requisitions entered. An over budget message will display if the account will go over budget with the item being entered.

• Enter N if budget checking is not to be done at this time.

Requisition Maximum Enforced

• Enter Y if the maximum dollar amount entered on the requisition is to be enforced. This will stop user's from entering line items on the requisition that exceed this total dollar value.

• Enter N if the requisition line amounts are not to be checked to see whether they are within the maximum dollar value entered.

Requisition Authorization

• Enter Y if requisitions are required to be authorized before being assigned.

• Enter N if the requisitions can be directly assigned to buyers. (No authorization required.) Note: If security is turned Off, this profile Must be set to 'N'.

Advanced PO Processing

• Enter Y if you want the ability to process requisitions by line item, enabling you to split requisitions into multiple PO's and assign lines to multiple buyers.

• Enter N if you want to convert complete requisitions into PO on a 'requisition by requisition' basis, bypassing the Buyer Assignment module completely.

• Enter 'Q' to use the quote processing system built into Buyer Processing. This enables requisitions to be included on a quote which can be sent to vendors and line items can then be awarded to the chosen vendor(s). Quotes can then be processed into PO's. The quote system also allows for the entry of contract pricing. This option is available at an additional cost. Please contact for more information.

Sort On Date Entered Or Date Required

• Enter E if the requisition line items on the buyer screens are to display in the order they are entered.

• Enter R if the requisition line items on the buyer screens are to display by the date the requisition is required.

Note: If the priority codes are used, the requisition lines will show up in priority order first and then date entered or required within each priority level.

P.O. Estimate Enforced

• Enter Y if it is mandatory that users enter a PO estimate in the buyer processing module. The requisition lines selected cannot exceed this amount.

• Enter N if a PO estimate is not required on the buyer processing screen. This field is automatically filled in based on the requisition lines selected when the PO is created.

Delete Notations After P.O. Create

• Enter Y to delete the notations on the requisition line items after they have been converted to PO's.

• Enter N if the notations are to remain on the requisition lines after they have been converted to purchase orders.

Send Mail for Refusal

• Enter Y to send VAX Mail when a requisition line is refused. Mail is sent to the persons specified in prompt #14. The mail displayed will be the refusal reason entered on the line item.

• Enter N if VAX Mail is not to be sent when a requisition line is refused.

Mail To Authorizer/Originator/Both

• Enter A if VAX Mail is to be sent to the authorizer when a requisition line that he had authorized has been refused

• Enter O if VAX Mail is to be sent to the originator when a requisition line on a requisition he had entered is refused.

• Enter 'B' if both the authorizer and originator are to be sent VAX Mail when a requisition line they were involved with has been refused.

Distribution List On-Line Print Device

• Enter the printer that the distribution list is to be sent to when a multiple distribution purchase order is created during buyer processing.

Override Req Maximum in Buyer Processing

• This field relates to Profile option #7, Requisition Maximum Enforced.

• Enter Y if you want the ability to insert line items or modify the quantity and price of requisition line items in Buyer Processing. Performing these functions may exceed the requisition maximum entered on the requisition.

• Enter N if you do not wish to exceed the requisition maximum entered for the requisition.

Authorization Automatic Buyer Assignment

• This field relates to Profile option #8, Requisition Authorization.

• Enter Y if you wish to automatically assign buyers to authorized requisitions based on GL selection criteria.

• Enter N if you wish to assign buyers using one of the other methods.

Default Contract Pricing Expiry

• The expiry date for contract pricing can be set to a default number of days. This option is not available unless field 'Advanced PO Processing' is set to 'Q'.

Use Requisition Description Database

• A separate database is available that can be used only in the requisition modules. Location security controls which description each location has access to. This provides the ability for each location to have their own custom descriptions. If set to N the PO description database is available in the requisition modules.

Note: This database can only be used if field 02 'Use ATS Location Database' is set to Yes.

Use Preferred Vendors

Contract pricing and preferred vendors cannot be used simultaneously.

Enter P to activate the use of a preferred vendor within the stock file. This allows a vendor to be defined as the preferred vendor. Pricing on requisitions will use the last purchase price from the preferred vendor, and buyer processing will default the PO to the preferred vendor, for items with a preferred vendor.

Enter C if a license has been purchased to use contract pricing. This is a paid for option. This option provides access to the Contract Price Maintenance Menu. It also allows a vendor to be used as the default for requisition pricing and as the default for PO's for contract price items.

Within the tender system, contract pricing can also be used within the tender process.