Creating an Internal Requisition for Internal Vendors

Feb 2011

What is an Internal Requisition?

An internal requisition is a requisition that is created using pre-defined purchase order lines, defining the services offered by those vendors on our campus that are part of the University of Arkansas. You are essentially creating the requisition header and lines at the same time only using one command.

Those vendors currently consist of the following:

Facilities Management (Physical Plant)
University IT Services
Telephone Service
Gas Cylinder Managment
PMC Solutions (Printing Services)
U of A Bookstore
U of A Computer Store

When setting up an internal requisition, you have the option of categorizing each of the vendor's services offered to different categories, or of simply having all expenses post to one category.

There are two (2) types of internal requisitions:

Internal Blanket: This type is used when you want to create a standing order
Internal Regular: This type is used when you want to create a one time order

Internal Requistion Types and Description
Type	Description
IB	Internal Blanket
IR	Internal Regular

Creating an Internal Blanket (IB) Requisition

Type IREQ in the Command field; tab to the Action field and type ‘A’ (Add) ; press Enter.
Type a Req Type of IB in the Req Type field and press Enter.
In the Req Amount field type the dollar amount of the requisition. (In most cases of blankets this amount will be $1.00, unless you wish to encumber more)
In the Vendor ID field press PF1. This activates a help facility that will list the internal vendors available for selection. Press Enter and a list of the internal vendors will be displayed. Tab to the internal vendor you are wanting to create the requisition for and press Enter. The vendor number will be displayed in the field.
The Customer ID field will be used if you are creating a blanket to Mailing Services or Printing Services and you have a mailcode and/or Dept ID number already setup for the distribution you are using. Also, if you have a ‘blanket’ workorder with another internal vendor you may enter it here, otherwise you will leave the field blank.
Put in the name of the person to call for questions in the Requestor Field.
Put in the phone number of the Requestor in the Telephone field.
Press PF1 and select the appropriate Ship to Address
In the Co Center # field input the cost center distribution for the blanket. (The total percentage must equal 100%).
In the Category field input a category for the Cost Center. You can press the PF1 key to access the help facility to locate the categories associated with the cost center.
The Reference ID is an optional field for use if you want to track the req by this ID.
Press Enter to validate then Press PF8 to Next Screen.
On Screen 2 you are looking at the service lines offered by the internal vendor for which you are creating your internal blanket. You will now make a decision as to whether or not you want to modify the Category on any of the lines.
If you are not going to make any changes to the Category, simply input the $ amount you entered on Screen 1 in the first line. For Example: If you entered $1.00 in the Req Amount field on Screen 1, you will input $1.00 on the first line.
Press Enter to validate then Press PF10 to Save

You have just created a one line blanket internal requistion which will have one line that says Services

You are now ready to go to Command REQT to submit the requisition for approval.

Type REQT in the Command field then tab to the Action field and input an 'S' (Submit). You will notice that the requisition number is listed ABOVE the banner. Input the requisition number in the Req No field; then press Enter to validate and PF10 to submit the transacation for electronic approval.

Below is an example of how the internal requisition will look using 1 cost center and 1 category: You will have a one line requisition which says "Services" on the line. The entire Req Amt is going to be encumbered under the "Postage" category. Screen 1
Go to screen 2 to validate data there UPOIREQ 1 DEMO Internal REQuisition - IREQ 03/08/01 10:54 Command: Action: A Req: : PO: 6096102 : TA: Req Type: IB ------------------------------------------------------------------------------ Action: A Requisition #: Type: IB (Internal Blanket) Screen 1 of 2 Requisition Status: P (In Process) Req Amount: 1.00 Tolerance: 999 % Vendor ID: 142750-01-001 Mailing Services Customer ID: 202 Requestor: Donna Carter Telephone: 8414 Ship to: BASI-002 Co Cost Center # Co Cost Center Name % Amount Category Pr 0102 02030-61-0000 Associate Vice-Chancellor f 100 Postage PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Reference ID: Expected Close Date: 12/31/2099 Dept Rep: DONNAC Donna Carter BU: AVCB Asso Vice Chan Busin Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt NextS Text

Below is an example of how the internal requisition will look using 1 cost center and 1 category: You will have a one line requisition which says "Services" on the line. The entire Req Amt is going to be encumbered under the "Postage" category. Screen 1

Go to screen 2 to validate data there
 UPOIREQ 1 DEMO            Internal REQuisition - IREQ           03/08/01 10:54
 Command:       Action: A  Req:         :      PO: 6096102 :        TA:
 Req Type: IB
------------------------------------------------------------------------------
Action: A Requisition #:         Type: IB (Internal Blanket)     Screen 1 of 2
                                          Requisition Status: P  (In Process)
                              Req Amount:          1.00       Tolerance: 999 %
Vendor ID:  142750-01-001  Mailing Services


                                                    Customer ID: 202
Requestor: Donna Carter         Telephone: 8414              Ship to: BASI-002

  Co Cost Center #   Co Cost Center Name         %       Amount    Category Pr
 0102 02030-61-0000 Associate Vice-Chancellor f 100                Postage




PO Effective Date: 02/01/2001                   Expiration Date:     06/30/2001
Reference ID:                                   Expected Close Date: 12/31/2099
Dept Rep: DONNAC   Donna Carter              BU: AVCB  Asso Vice Chan Busin

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
        Help  Suspd Quit     RStrt             NextS Text

**Screen 2**
All entries are valid, press PF10 to Save UPOIREQ 1 DEMO Internal REQuisition - IREQ 03/08/01 11:11 Command: Action: A Req: : PO: 6096102 : TA: Req Type: IB ------------------------------------------------------------------------------ Action: A Requisition #: Type: IB (Internal Blanket) Screen 2 of 2 Req Amt: 1.00 Co Center No 1 Co Center No Co Center No -------------------- 0102 02030-61-0000 1 Metered Mail 1.00 Postage 2 Expedited Services Postage 3 Bulk Mail Postage 4 Other Postage Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit RStrt PrevS Text Save
The PO will be setup using 1 line showing the description: "Services"

Screen 2

All entries are valid, press PF10 to Save
 UPOIREQ 1 DEMO            Internal REQuisition - IREQ           03/08/01 11:11
 Command:       Action: A  Req:         :      PO: 6096102 :        TA:
 Req Type: IB
------------------------------------------------------------------------------
Action: A Requisition #:         Type: IB (Internal Blanket)      Screen 2 of 2
Req Amt:        1.00    Co Center No 1     Co Center No       Co Center No
--------------------  0102 02030-61-0000
 1    Metered Mail
                1.00       Postage

 2    Expedited Services
                           Postage

 3    Bulk Mail
                           Postage

 4    Other
                           Postage



Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
      Help  Suspd Quit        RStrt      PrevS        Text  Save

The PO will be setup using 1 line showing the description: "Services"

Below is an example of what Screen 2 would look like if you chose to distribute your internal requisition to Mailing Services to different Categories. In this example all lines will be categorized differently. The entire Req Amount is going to be encumbered under the "MailMetr" Category.
All entries are valid, press PF10 to Save UPOIREQ 1 DEMO Internal REQuisition - IREQ 03/08/01 14:10 Command: Action: A Req: : PO: : TA: Req Type: IB ------------------------------------------------------------------------------ Action: A Requisition #: Type: IB (Internal Blanket) Screen 2 of 2 Req Amt: 1.00 Co Center No 1 Co Center No Co Center No -------------------- 0102 02030-61-0000 1 Metered Mail 1.00 MailMetr 2 Expedited Services ExprMail 3 Bulk Mail BulkMail 4 Other Postage Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12- Help Suspd Quit RStrt PrevS Text Save
The PO will be setup using 4 lines showing the service line description on each line.

Below is an example of what Screen 2 would look like if you chose to distribute your internal requisition to Mailing Services to different Categories. In this example all lines will be categorized differently. The entire Req Amount is going to be encumbered under the "MailMetr" Category.

All entries are valid, press PF10 to Save
 UPOIREQ 1 DEMO            Internal REQuisition - IREQ           03/08/01 14:10
 Command:       Action: A  Req:         :      PO:         :        TA:
 Req Type: IB
------------------------------------------------------------------------------
Action: A Requisition #:         Type: IB (Internal Blanket)      Screen 2 of 2
Req Amt:        1.00    Co Center No 1     Co Center No       Co Center No
--------------------  0102 02030-61-0000
 1    Metered Mail
                1.00       MailMetr

 2    Expedited Services
                           ExprMail

 3    Bulk Mail
                           BulkMail

 4    Other
                           Postage
  Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-
           Help  Suspd  Quit   RStrt       PrevS       Text   Save

The PO will be setup using 4 lines showing the service line description on each line.

**Below is what REQT will look like when you use only one Category for each Cost Center.**
Enter values and press ENTER to validate UPOREQT 1 DEMO REQuisition Target Processing - REQT 03/09/01 12:48 Command: Action: S Req: R054063 : PO: : TA: ---------------------------------------------------------------------------- Action: S Req #: R054063 : Req Type: IB Status: G P In Process Requestor: Donna Carter Tolerance: 999 % Req Amount: 1.00 Telephone: 8414 Freight Amount: Vendor: 142750-01-001 Tax Amount: Mailing Services Total Amount: 1.00 ---- CCC Number --- ------------- CCC Name ----------------- CCC Amount 0102 02030-61-0000 1.00 Adv PO #: Hold Check for: PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N MOF: Dept Rep ID: DONNAC BU: AVCB Asso Vice Chan Busin ================== 1 through 1 of 1 Line Items ======================== Line# --------- Description ------------ Quantity Unit Price Extension 1 Services 1.000 1.00 1.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt NextR Text Save CComm CCC

Below is what REQT will look like when you use only one Category for each Cost Center.

Enter values and press ENTER to validate
 UPOREQT 1 DEMO       REQuisition Target Processing - REQT       03/09/01 12:48
 Command:       Action: S  Req: R054063 :       PO:         :     TA:

 ----------------------------------------------------------------------------
Action: S Req #:  R054063 :      Req Type: IB     Status: G P        In Process
Requestor: Donna Carter          Tolerance: 999 % Req Amount:              1.00
Telephone: 8414                                   Freight Amount:
Vendor: 142750-01-001                             Tax Amount:
        Mailing Services                          Total Amount:            1.00
---- CCC Number ---   ------------- CCC Name -----------------      CCC Amount
 0102 02030-61-0000
 1.00
Adv PO #:                     Hold Check for:
PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N  MOF:
Dept Rep ID: DONNAC                            BU: AVCB Asso Vice Chan Busin
==================   1 through   1 of   1 Line Items   ========================
  Line# ---------   Description  ------------  Quantity  Unit Price   Extension
     1 Services                                   1.000        1.00        1.00

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
     Help  Suspd Quit    DCode RStrt           NextR  Text  Save  CComm  CCC

**This is what REQT will look like when you re-categorize even just one of the Services.**
Enter values and press ENTER to validate UPOREQT 1 DEMO REQuisition Target Processing - REQT 03/09/01 12:54 Command: Action: S Req: R054063 : PO: : TA: ---------------------------------------------------------------------------- Action: S Req #: R054063 : Req Type: IB Status: G P In Process Requestor: Donna Carter Tolerance: 999 % Req Amount: 1.00 Telephone: 8414 Freight Amount: Vendor: 142750-01-001 Tax Amount: Mailing Services Total Amount: 1.00 ---- CCC Number --- ------------- CCC Name ----------------- CCC Amount 0102 02030-61-0000 1.00 Adv PO #: Hold Check for: PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N MOF: Dept Rep ID: DONNAC BU: AVCB Asso Vice Chan Busin ================== 1 through 4 of 4 Line Items ======================== Line# --------- Description ------------ Quantity Unit Price Extension 1 Metered Mail 1.000 1.00 1.00 2 Expedited Services 1.000 3 Bulk Mail 1.000 4 Other 1.000 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Help Suspd Quit DCode RStrt NextR Text Save CComm CCC
The PO will be setup using 4 lines showing the service line description on each line.

This is what REQT will look like when you re-categorize even just one of the Services.

Enter values and press ENTER to validate
 UPOREQT 1 DEMO       REQuisition Target Processing - REQT       03/09/01 12:54
 Command:       Action: S  Req: R054063 :       PO:         :     TA:

 ----------------------------------------------------------------------------
Action: S Req #:  R054063 :      Req Type: IB     Status: G P        In Process
Requestor: Donna Carter          Tolerance: 999 % Req Amount:              1.00
Telephone: 8414                                   Freight Amount:
Vendor: 142750-01-001                             Tax Amount:
        Mailing Services                          Total Amount:            1.00
---- CCC Number ---   ------------- CCC Name -----------------      CCC Amount
 0102 02030-61-0000
 1.00
Adv PO #:                     Hold Check for:
PO Effective Date: 02/01/2001 Expiration Date: 06/30/2001 Const: N  MOF:
Dept Rep ID: DONNAC                            BU: AVCB Asso Vice Chan Busin
==================   1 through   4 of   4 Line Items   ========================
  Line# ---------   Description  ------------  Quantity  Unit Price   Extension
     1 Metered Mail                            1.000        1.00           1.00
     2 Expedited Services                      1.000
     3 Bulk Mail                               1.000
     4 Other                                   1.000

Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12---
     Help  Suspd Quit  DCode RStrt             NextR Text   Save  CComm  CCC

The PO will be setup using 4 lines showing the service line description on each line.

How to Copy an Internal Requisition

You will want to take advantage of the copy function when you are creating numerous internal requisitions using the same cost center, just changing the vendor and the categories. Once you have ‘added’ one internal requisition you can go back with an Action of ‘V’ to view it then copy it. Below are the steps:

Type IREQ in the Command field; tab to the Action field and type ‘V’ (View); Tab to the Req Number field and input the Req Number for the internal requisition you just entered; Press "Enter".
You are now viewing the internal requisition you just entered...
Go back to the Action field and change from a ‘V’ to a ‘C’ (copy); Press ‘Enter’.
All fields are now highlighted. You may now change the information you want to change. You may follow the same process as you would if you were’adding’.
Once you have completed the modifications you want to make, press ‘Enter’ to validate then PF10 to save the internal requisition.
Go to REQT using an Action of S to Submit the internal requisition via TARGET for approval.