REQUISITION

DWH Archive Name: B_REQUISITION

Contains header or 'one time' information about requisitions. Information regarding the items being requisitioned are defined on the REQUISITION-LINE file.

Data Element Definitions for REQUISITION (U-94)

Type & Level		Field Name & Attributes	Format & Length		Comp Opt	Index	Field Definition
Primary identification data
	1	REQ-NO DB=AB CS=PP	P	6.0	F	U	The unique system identifier for a request to purchase goods or services. This number is system generated during the entry of a requisition. In order to easily distinguish this number from a PO number, it is normally displayed and entered with a leading 'R', for example; R001234.
	1	REQ-TYPE DB=AC CS=PP	A	2.0	F		Identifies a requisition as: RE = Regular TQ = Bid Quote BR = Formal Bid PC = Purchase from Contract BL = Blanket SS = Sole Source IA = Invoice Attached PR = Personal Reimbursement SA = professional/maintenance Service Agreement EP = Emergency Purchase IR = Internal Regular IB = Internal Blanket
	1	REQ-STATUS DB=AD CS=PP	A	1.0	F		Identifies the status of a requisition. Values include: P = In process, S = Submitted for approval, A = Approved by management, R = Re-submitted for required additional approval, G = Awaiting generation of completed Auto PO, B = Bid in process, H = Awaiting generation of in process PO, C = Completed - all necessary or possible POs have been generated, X = Cancelled.
	1	REQ-BUDGETARY-UNIT-NO DB=AE CS=PP	N	4.0	N		The standard UAF budgetary unit number which identifies the organizational entity that is to be associated with a requisition.
	1	CONTRACT-NO DB=AO CS=PP	A	13.0	N		a) Identifier for a contract. Two segments are separated by a slash (/). The first identifies a contract which may or may not have multiple categories or awarded vendors. The segment following the slash is used to identify the category or the vendor. A prefix identifies the type as UA, agency term, or ST, state. b) Identifies a professional services contract number (prefix of PS) or Pre-Audit number (prefix of P). These are not on the Contract file.
	1	OLD-CUSTOMER-ID DB=AP CS=*	A	16.0	N		Vendor's customer identifier or account number used in transacting business between the vendor and the university. The same vendor may identify different departments within the university as separate customers.
	1	MOF-NO DB=AQ CS=PP	N	6.0	N		The "method of finance" number used by Property Accounting to track & identify expenditures, usually for construction projects. This number refers to a document which itemizes and authorizes specific expenses and must appear on the vouchers for those expenses.
	1	BR-TEXT-ID DB=AR CS=PP	A	16.0	N		Key for accessing the Budgetary Unit's Requisition text maintained on the UAF-TEXT file. This text is used to comment the requisition and to provide additional information to Purchasing.
	1	PR-TEXT-ID DB=AS CS=PP	A	16.0	N		Key for accessing Purchasing's Requisition text maintained on the UAF-TEXT file. This text is used to document Purchasing's actions and to provide information back to the requistioning BU.
	1	GR-TEXT-ID DB=AT CS=PP	A	16.0	N		Key for accessing general purchase order text which is entered by the department when the requisition is created. This text is intended to be printed on the PO preceding any item information. It is copied forward to the PO where it may optionally be modified by Purchasing. This text is stored on the UAF-TEXT file.
PE	1	VENDOR-GROUP DB=AX CS=* Max Occ=6 HD=__VENDOR_GROUP					DWH Archive Name: B_REQUISITION__VENDOR_GROUP The periodic repeating group identifying the vendor recommended for a purchase (occurrence 1) or the vendors requested to be solicited (referenced bidders) for a Req Type of 'BR' (this feature is to be added at a future time). Vendor ID components will be null for proposed vendors up until the vendor, name, and/or address are assigned.
	2	VENDOR-NO DB=AY CS=PP PE=VENDOR-GROUP	P	6.0	N		Unique system generated identifier for a vendor.
	2	VENDOR-NAME-NO DB=AZ CS=PP PE=VENDOR-GROUP	P	2.0	N		A system generated number sequentially assigned to identify one of several names by which a vendor is currently known or has been previously known, or is currently doing business or has done business in the past.
	2	VENDOR-ADDR-NO DB=BA CS=PP PE=VENDOR-GROUP	P	3.0	N		System generated number sequentially assigned to identify separate addresses for a particular vendor.
	2	CUSTOMER-ID DB=BC CS=PP PE=VENDOR-GROUP	A	16.0	N		Vendor's customer identifier or account number used in transacting business between the vendor and the university (e.g., a credit card number). A vendor may identify different departments within the university as separate customers. When present on the Accounts-Payable record, this value will be printed on the remittance advice.
	2	PROPOSED-VENDOR-IND DB=BB CS=PP PE=VENDOR-GROUP	L		N		Indicates that an associated vendor ID represents a proposed vendor. Required to identify vendor IDs present in a periodic group as being proposed when no other data exists (the vendor number, name number, and address number are null).
	1	QUOTE-BID-SOL-NO DB=CA CS=PP	P	6.0	N		The bid solicitation number assigned to a telephone quote requisition. This value is only maintained for departmental telephone quotes: req type 'TQ' and bid solicitation type 'D'. It is used to retain the bid solicitation number assigned when the requisition header is creqated but before the requisition line has been entered.
	1	RECEIVING-TYPE-CD DB=CC CS=PP	A	1.0	N		Identifies when dollar or quantity receiving is to be used for all lines of a requisition. This value is system assigned based upon the unit of measure of the first requisition line created. Once assigned, it cannot be changed. Values are: D = Dollar receciving Q = Quantity receiving
Tracking data
	1	DEPT-REF-ID DB=BG CS=PP	A	8.0	N		An optional departmentally assigned identifier available for tracking requisitions and their resulting POs.
	1	DEPT-REP-USER-ID DB=BH CS=UA	A	8.0	N		The Natural user ID of the departmental representative responsible for tracking and following up on problems with a requisition, purchase order, order receipt, invoice, transfer, or journal entry. This is the person to contact regarding the financial transaction.
	1	REQUESTOR-NAME DB=BI CS=PP	A	20.0	N		The name of the person for whom a purchase request is made, who Purchasing should contact regarding questions about the requisition, who the vendor should contact regarding questions about the order, and whose name and phone number will be printed on the PO. This is a required field on a requisition.
	1	REQUESTOR-PHONE-NO DB=BJ CS=PP	A	17.0	N		Complete telephone number of the person requesting a purchase. It is available to Purchasing and the vendor (printed on the PO) so that questions may be asked regarding the requisition or the order. It is stored in either of the following formats: 999/999-9999 or 999/999-9999x9999.
	1	DATE-CLOSE-ANTICIPATED DB=BK CS=PP	D		N		The date by which a purchase order should be closed and all receiving and invoicing activity should be completed. Used to identify orders which remain open longer than anticipated. This value is optional when a requisition is created. If not specified, the system will default a value on the purchase order of 30 days after order date.
	1	EXTERNAL-REQ-ID DB=CY CS=PP	A	20.0	N	U
PE	1	ACTIVITY-LOG-GROUP DB=CQ CS=* Max Occ=10 HD=__ACTIVITY_LOG					DWH Archive Name: B_REQUISITION__ACTIVITY_LOG Periodic repeating group which contains activity codes and associated tracking data. Used to track and monitor any special approvals or activities required before a purchase order can be generated from a requisition and any changes in buyer assignments for a requisition.
	2	ACTIVITY-CD DB=CR CS=PP PE=ACTIVITY-LOG-GROUP	A	4.0	N		Code used to identify an activity required for or related to an associated process. May be used for tracking reviews, notices, collection of data, outside approvals, etc. Values and descriptions are maintained on the ACTIVITY table.
	2	PRIOR-BUYER-USER-ID DB=CS CS=PP PE=ACTIVITY-LOG-GROUP	A	8.0	N		The system user ID which identifies a buyer to which a requisition was assigned prior to entry of activity log data or to a change to the assigned buyer for a requisition (BUYER-USER-ID). This element provides a history of all buyers assigned to a requisition.
	2	TIME-ACTIVITY DB=CT CS=PP PE=ACTIVITY-LOG-GROUP	T		N		Time that an activity was recorded in the system. This value is system assigned.
	2	ACTIVITY-BY-USER-ID DB=CU CS=PP PE=ACTIVITY-LOG-GROUP	A	8.0	N		The NATURAL user ID of the person who recorded an activity by entering the associated ACTIVITY-CD.
Delivery parameters
	1	SHIP-TO-CD DB=AU CS=PP	A	8.0	N		Identifies a ship-to address maintained on the ADDRESS-CODE-TABLE. A line for 'University of Arkansas' is automatically added to these addresses by the system and should not be included within the address.
	1	DELIVERY-DATE-CD DB=BL CS=PP	A	1.0	N		Identifies the meaning of the associated DATE-DELIVERY. Valid values are: D = Desired, delivery by this is requested E = Expected, there are strong reasons to believe that delivery will be made by this date P = Promised, the vendor has commited to this date R = Required, delivery by this date is a condition of acceptance for the order = No delivery date has been specified.
	1	DATE-DELIVERY DB=BM CS=PP	D		N		Delivery date for an order from a vendor as defined by the DELIVERY-DATE-CD. This value is optional and will be null if no delivery date code is specified.
Information for Purchasing
	1	BUYER-USER-ID DB=BN CS=PP	A	8.0	N		The Natural user ID of the responsible buyer for a purchase requisition or bid.
	1	ADVANCE-PO-NO DB=BO CS=PP	P	7.0	N		A purchase order number provided by Purchasing in advance of receipt of a requisition so a procurement can be made for an item that is immediately and critically needed. This number is usually system generated and is maintained in a separate file until a complete PO record is added to the PURCHASE ORDER file. A block of PO numbers is reserved to be provided manually in the event of the unavailability of the automated system.
MU	1	HANDLING-CD DB=BP CS=PP Max Occ=5 HD=__HANDLING_CD	A	1.0	N		DWH Archive Name: B_REQUISITION__HANDLING_CD A code which identifies special handling for a purchase order. F = Form with order C = Check and form with order at time of PO H = Hold check for pick-up by the authorized person P = Print PO in Purchasing (overrides faxing rules) L = future use for local print S = Suppress both print & fax D = Confirming PO, do not duplicate order I = Invoice attached.
	1	PAYMENT-HANDLING-AUTH DB=BQ CS=PP	A	25.0	N		The name of an individual who is authorized to pick-up a held check. This designation must be made in conjunction with the PAYMENT-HANDLING-CD.
	1	SALES-TAX-ID-TYPE DB=CB CS=PP	A	1.0	N		Identifies what type of sales tax ID is provided in association with this code. Possible values are: R = It is a Resellers tax ID being used for a purchase for resale, or E = It is an Exempt purchasers tax ID being used to exempt the purchase from tax.
	1	SALES-TAX-ID DB=BR CS=PP	A	10.0	N		A sales tax identifier required for all requisitions or purchases made by a tax exempt purchaser and for all purchases for resale which are tax exempt.
	1	SUPPORTING-DOC-CD DB=BS CS=PP	A	1.0	N		Indicates that supporting hard-copy documentation required to complete an electronic transaction is being forwarded via conventional means. Possible values are: Y = Yes, supporting doc is being provided N = No supporting documentation is being provided (stored on the data base as blank)
	1	CONSTRUCTION-CD DB=BT CS=PP	A	1.0	N		Indicates that a purchase is for construction purposes. Requisitions for construction must be reviewed by a buyer. Possible values are: Y = Yes, requisition is for construction N = No, not for construction (stored on the data base as blank)
	1	PO-SUM DB=AM CS=PP	P	8.2	N		The system maintained sum of ITEM-EXTENDED-PRICE, ITEM-FREIGHT-AMT, and ITEM-TAX-AMT of all PO lines created from a requisition. This value, in conjunction with PO-TAX-SUM (which is subtracted) is used by the system to ensure that POs are not created that exceed the REQ-AMT + REQ-FREIGHT-AMT plus tolerance (times 100 + REQ-TOLERANCE-PCT).
	1	PO-TAX-SUM DB=AN CS=PP	P	6.2	N		The system maintained sum of ITEM-TAX-AMT of all PO lines created from a requisition. This value, is used in conjunction with PO-SUM to ensure that POs are not created that exceed the authorized financial commitment.
	1	REQ-SPECIAL-PROCESSING-CD DB=BU CS=PP	A	1.0	N		Any value other than blank in this code indicates that the requisition must be processed by a buyer. A value is assigned if the item is identified on the COMMODITY CLASS ITEM file as a liscensed logo item, constitutional item, membership, honorarium, radioactive material, or 1099 item. In addition, a value is assigned if the requisition is identified at entry as containing a logo item.
	1	PURCHASE-CD DB=AF CS=PP	A	2.0	F		State-mandated code used to identify the purchasing regulations and procurement methods which apply to a purchase order. An order from a minority vendor is indicated by an 'M' as the first character. Valid purchase codes are maintained on the table, PURCHASE-ORDER-CODES.
Financial data
	1	BILLING-ADDR-CD DB=AV CS=PP	A	8.0	N		A code which identifies the University billing address to which vendors are requested to send their invoices. Codes and billing addresses are maintained on the ADDRESS-CODE TABLE. The system automatically creates line 1 as 'University of Arkansas' and therefore this identification should not be included within the address.
	1	LOCAL-TAX-CD DB=BV CS=PP	A	2.0	N		Identifies a locality in Arkansas and the effective tax rate, including any tax caps. Values are defined on the SALES-USE-TAX-TABLE with associated tax calculation parameters. This code may be entered directly on an invoice or may be carried from the ADDRESS-CODE-TABLE, to the requisition, to the PO, and on to the invoice. The system uses this value to calculate 'use' tax.
	1	DATE-ORDER-DESIRED-EFFECTIVE DB=BW CS=PP	D		N		Date that a purchase order is desired or requested to be effective, if that date is to be other than the date the purchase order is issued. A value is optional, and if null the PO will be effective on the date issued. This date is specified at the time of requisition creation. It may be a future date to accommodate aggreements with vendors regarding an earliest delivery date, or to request orders effective in the following fiscal year.
	1	DATE-COMMITMENT-EFFECTIVE DB=AH CS=PP	D		F		The original commitment effective date for a Requisition. Once created this value is not changed even though subsequent update activity may result in a different commitment amount in a later period. This value is set to the date the Req is submitted or July 1 of the next fiscal year when the Date Order Desired Effective is in the next fiscal year. Commitments are relieved on this date or the first day of the oldest open period.
	1	DATE-PO-INEFFECTIVE DB=BX CS=PP	D		N		Date after which a blanket purchase order is no longer valid. Only allowed for blanket purchase orders.
	1	REQ-ESTIMATED-AMT DB=BZ CS=PP	P	8.2	N		Estimated amount of the total requisition entered prior to entry of the individual lines and the calculation of the actual amounts. For Telephone Quote type requisitions, this will be the actual requisition amount. For other types, this value is optionally used to distribute the estimated freight across the lines of a requisition as they are entered.
	1	REQ-ESTIMATED-FREIGHT-AMT DB=BY CS=PP	P	5.2	N		Estimated freight cost for a purchase request. For a Telephone Quote type of requisition, this must be the actual freight amount. This amount is distributed across the lines of the requisition as they are entered to establish an estimated commitment per line for freight. Entry of an estimated requisition amount is also required in order to make this cost distribution.
	1	REQ-AMT DB=AI CS=PP	P	8.2	N		The system maintained sum of ITEM-EXTENDED-PRICE for all lines of a requisition. This total is exclusive of any tax or freight.
	1	REQ-FREIGHT-AMT DB=AJ CS=PP	P	5.2	N		The system maintained sum of ITEM-FREIGHT-AMT for all lines of a requisition.
	1	REQ-TAX-AMT DB=AK CS=PP	P	6.2	N		The system maintained sum of ITEM-TAX-AMT for all lines of a requisition.
	1	REQ-TOLERANCE-PCT DB=AL CS=PP	P	3.0	N		A percentage by which the requestor and approvers will allow payment (excluding tax) to exceed the requisition amount (Req-Amt plus Req-Freight-Amt). Purchasing may apply further limits to the resulting tolerance amount to establish a PO Maximum in order to ensure compliance with purchasing regulations.
PE	1	REQ-DISTRIBUTION-GROUP DB=CD CS=* Max Occ=10 HD=__REQ_DISTRIBUTION					DWH Archive Name: B_REQUISITION__REQ_DISTRIBUTION The periodic repeating group containing the cost centers over which the cost of the requisition is to be distributed. The actual distribution to be used is defined on each line of the requisition. The percentages defined in this group are established by default for the lines of the requisition as they are entered. Company cost centers contained in the group determine what individuals are required to approve a requisition.
	2	CO-CENTER-NO DB=CE CS=PP PE=REQ-DISTRIBUTION-GROUP	P	15.0	N		A combination of the company number and the cost center number from the UAF chart of accounts. The primary identifier of financial ownership and responsibility.
	2	CO-CENTER-PCT DB=CF CS=PP PE=REQ-DISTRIBUTION-GROUP	P	3.0	N		The percent of an expense which is to be charged to an associated Company Cost Center
	2	DEPT-ACCT-PROJECT DB=CG CS=PP PE=REQ-DISTRIBUTION-GROUP	A	2.0	N		A free form value which may be assigned to expense, revenue, or other financial transactions in order to categorize those amounts for later retrieval and processing (in batch).
MU	2	DEPT-ACCT-CATEGORY DB=CH CS=PP Max Occ=5 HD=__DEPT_ACCT_CAT PE=REQ-DISTRIBUTION-GROUP	A	8.0	N		DWH Archive Name: B_REQUISITION__DEPT_ACCT_CAT A pre-defined code used to categorize expenses, income, and other financial activity at a summary level which is of use to departments in managing their funds.
MU	2	CO-CENTER-CATEGORY-SUM DB=CI CS=PP Max Occ=5 HD=__CO_CNTR_CAT_SUM PE=REQ-DISTRIBUTION-GROUP	P	8.2	N		DWH Archive Name: B_REQUISITION__CO_CNTR_CAT_SUM The system maintained sum or total cost of a requisition for a Company Center and Departmental Accounting Category aggregated across all requisition lines. This value includes tax and freight, represents the amount committed by the requisition, and is system maintained.
Audit data
	1	DATE-REQ-CREATED DB=AG CS=PP	D		F		The date that a requisition header is initially added to the database. Used to create a super-descriptor for ordering lists.
	1	OPEN-REQ-LINE-COUNT DB=AW CS=PP	P	3.0	N		The current count of the number of requisition lines which are open. This value is system maintained.
PE	1	UPDATE-HISTORY-GROUP DB=CL CS=* Max Occ=7 HD=__UPDATE_HISTORY					DWH Archive Name: B_REQUISITION__UPDATE_HISTORY The periodic repeating group which identifies when and by whom a selected update was made to the requisition. The updates identified are: 1 - Updated 2 - Submitted for approval, 3 - Final approval by management (REQT), 4 - Updated by Purchasing, 5 - Purchasing functions completed, 6 - Special Approval (ARTP), 7 - Cancelled.
	2	TIME-OF-UPDATE DB=CM CS=UA PE=UPDATE-HISTORY-GROUP	T		N		Date and time that a record or associated item was last updated on the data base.
	2	UPDATED-BY-USER DB=CN CS=UA PE=UPDATE-HISTORY-GROUP	A	8.0	N		The Natural user ID (USER-ID) of the last user to update a record or associated item.
	1	TIME-STAMP DB=AA CS=UA	B	8.0	F		This field is used to uniquely identify each update to a record. Each time a record is updated, this field should be assigned the value of the Natural function *TIMESTMP. Programs should check to see if this field has changed from the time they first read a record until the time they read the record with hold. This will determine if someone else has altered the record.
Data Base Access Keys
SP	1	STATUS-BU-TYPE-DATE-KEY DB=S1 CS=*	A	11.0	N	D	The super-descriptor composed of Req Status, Req BU Number, Req Type, and Date Req Created. This index is used to list requisitions with a status for a BU and Req Type starting from a creation date.
SP	1	BU-DEPT-REF-DATE-KEY DB=S2 CS=*	A	16.0	N	D	The super-descriptor composed of Req BU Number, Dept Ref ID, and Date Req Created. This index is used to retrieve requistions for a BU with a departmental reference ID by date.
SP	1	BU-STATUS-REQUESTOR-DATE-KEY DB=S3 CS=*	A	19.0	N	D	The super-descriptor composed of Req BU Number, Req Status, the first 10 characters of the Requestor Name, and Date Req Created. This index is used to list requisitions for a BU, status, and requestor starting from a date.
SP	1	BUYER-STATUS-DATE-KEY DB=S4 CS=*	A	13.0	N	D	The super-descriptor composed of Buyer User ID, Req Status, and Date Commitment Effective. This index is used to list requisitions in a given status for a given buyer in sequence of their commitment date.