Requisition Entry

Requisition Entry allows you to create purchase requisitions that can be assigned to different buyers and then converted into purchase orders. This module will update the pending requisition field on the GL Inquiries for any entries made to an account. These amounts will become commitments when the requisition is converted to a PO.

Users can be set up to automatically authorize requisitions at the point of requisition entry. This is done through the use of a symbol and setting field 08=Requisition Authorization in the requisition parameters to Y.

If these requirements have been met, a message box will appear when the requisition is saved, informing the user that the requisition has been automatically authorized.

The Requisition Entry screen is divided into two sections; Header and Detail sections. The header section contains the ship to and delivery information. The detail section contains the detail item order information. These sections are all accessed as defined below.

Header Section - Data Entry:

Year

• The year determines the fiscal year into which the requisition will eventually be processed into a PO. GL validation and budget checking will be applied against the year specified. The functionality of the year field is dependent on the 'Year End Transition Maintenance' menu in atrieveFinance>General Ledger>Year End Processing>Yeard End Transition File Maintenance. 

• If a transition file has not been created, this field will not be accessible and will default to the fiscal year defined in the atreiveFinance Master Profile.

• If a transition file does exist, and the current date is on or before the cutoff date, the year field will be accessible and users will have the option of selecting either the current year or the future year. The default will be the current year. 

• If a transition file does exist, and the current date is past the cutoff date, this field will not be accessible, and will default to the future year.

Requisition

• If Automatic Requisition Numbering is not enabled a blank entry exits the program.

• If atrieveSecurity Management System Location Security is enabled you are allowed to access requisitions for your location only.

Location

• If atrieveSecurity Management System Location Security is enabled, the location code will be filled by default and you will not be allowed to change it.

• If Automatic Requisition Numbering is enabled but atrieveSecurity Management System Location Security is not enabled, a blank entry will exit the program.

• The location can default to the vendor file or the atrieveTendering Location Database. This is controlled by field #2 in the Requisition parameters.

Ship To

• If Automatic Requisition Numbering and atrieveSecurity Management System Location Security are enabled, a blank entry will exit the program.

• The magnifying glass icon can be used which will load either the vendor file or the atrieveTendering Location Database, depending on what field #2 in the Requisition parameters is set to.

Attention

• Enter the name of the person requesting the goods. This field is not mandatory.

Supplier

• Enter the name of the organization or person who can supply the goods. or use the magnifying glass icon to select from valid vendor names. The supplier name will not be validated.

• Once the supplier name has been entered, a window will open below the field prompting for the supplier address. The default address will come from the supplier name entered above (if valid). Once the address has been fully entered, the window closes and you will proceed to the request date field. To access the supplier address again you must position the cursor on the supplier name and press Enter. Note: If the supplier name has changed, you will be forced to re-enter the supplier address.

Requested

• Enter the date the goods were requested. The default will be the current date.

• If the requested date is less that the current date the following message displays:

• Click OK and enter a valid requested date.

Required

• Enter the date the goods are required by. The default will be calculated by the current date plus the number of days specified in requisition profile - 'Date required terms'.

Maximum

• Enter the maximum spending limit for the entire requisition. This field is mandatory if requisition profile option - 'Requisition maximum enforced' is set to Y. Once entering detail lines you cannot modify this field to be less than the current requisition total. This field must be positive.

Detail Section – Data Entry:

Quantity

• Enter the quantity of goods required. The quantity can be positive or negative. A blank entry will return control to the menu bar.

• Enter D to enter a description that will be carried forward To Buyer Processing.

• Enter N to enter a note which will not be carried forward to Buyer Processing.

Measure

• Enter the unit the goods are to be purchased in (ie. each, box, case, etc.). If a stock number was selected, the default unit will be the purchase measure from the stock file.

Description

• Enter the description of the goods or services required. Select the magnifying glass icon to activate the stock file find (if atrieveWarehouse or atrieveTendering is active). Only non-inventoried stock items display. If a stock item is selected the catalogue description displays.

• If you enter the stock # at this prompt, it will bring back the stock file description.

Estimated Price

• Enter the estimated unit price.The price must be positive. If a stock item was selected, the default unit price will be the price from the stock file.

• The order of precedence in determining the price to assign to a stock item is as follows:

1. Stock item with no preferred vendor: Last price in vendor purchase history

2. Stock item with preferred vendor: Last price in vendor purchase history, for the preferred vendor. If preferred vendor is not in history, same functionality as #1.

3. Stock item with preferred vendor and contract pricing: Price within contract price date range for the current date. If current date is not within a contract price date range, same functionality as #2.

Status:

• Items with a preferred vendor will display a status of PV.

• Items with a valid contract price will display CP.

• Items with an expired contract price will display CX.

G/L Account Number

• Enter the GL account code to charge the goods or services. This field is mandatory if requisition profile option #5 'GL Account Mandatory' is set to Y. If requisition profile #6 'Requisition Budget Checking' is set to 'Y' the budget for the GL account will be checked. If requisition profile #7 'Requisition Maximum Enforced' is set to 'Y', the extended amount of the detail line (quantity X price) added to the current requisition total will be checked to see if it exceeds the maximum spending.

• GL account codes are restricted based on user's GL Security. GL codes can be further restricted in the atrieveFinance User Profile, field #52. A GL selection criteria can be applied to restrict specificGL codes.

Multiple Distribution Entry (Activated When Cursor Is on Gl Account Number)

• The Multiple Distribution Entry window allows you to distribute the commitment of a single line item to multiple GL account numbers. Distributions can be made by quantity, percentage, or dollar amount. A maximum of 49 distribution lines can be entered for each detail line.

• The screen is activated during requisition entry by clicking Enter Multiple GL's.
  
  

Enter Distribution Type

• Enter Q or for a distribution by quantity.

• Enter D for a distribution by dollar amount.

• Enter P for a distribution by percentage.

Defined Keys: